Registered Student Organizations

Fundraising/Sponsorship/DonationPolicies

Purpose

The purpose of this policy is to provide guidance for registered student organizations at Montana State University in Bozeman in their fundraising endeavors. This is for student organizations thatare seeking funding independently from student organization fee money available through the campus Funding Boardapplications or soliciting and receiving donations through the MSU Alumni Foundation. This policy applies to student organizations thatare fundraising for their own purposes, not for a third party (such as a nonprofit).

Definitions

Fundraising

For University purposes, fundraising is defined as “any activity in which money is collected on or off-campus.” Even if all you wish to do is break even or recover costs, your activity will be considered fundraising if money is collected. Some examples of fundraising are tournament or race entry fees, t-shirt sales and ticket sales (including events held off campus)as well as raffles.

Sponsorships
This term refers to any funds or in-kind donations (including goods or services) from a business or organization to a student organization in return for a measurable benefit, such as advertising, event participation or signage.

Donations
Gifts (money or goods) given to an organization with no expectation of a measurable benefit to the donor.

In-Kind Donations
Exchange of services, such as providing concert sound free of charge or at a discounted rate for an event with no expectation of a measurable benefit to the donor.
Tax-Exempt
Student organizations are not tax-exempt organizations UNLESS they have gone through the paperwork and process to become a 501 © (3) non-profit according to the IRS. Student organizations may NOT use the MSU tax-exempt classification UNLESS they receive their donation through the MSU Alumni Foundation. Please see those separate policies here. NOTE: In order for your student organization to utilize the MSU Alumni Foundation account, the donation must be in the form of MONEY, not items or in-kind (such as advertising space, food, etc.).

Policies

  1. When fundraising or seeking sponsorships/donations, your student organization must clearly state your club name (e.g. Gaming Club at MSU). Do NOT state or imply that you in any way represent MSU.
  2. Student organizations must clearly state the intent oftheir fundraising efforts, for example, to send students to a conference, club travel, etc.The activity itself must provide a benefit to the club mission and/or support club activities.
  3. All registered student organizations must have a financial account (bank account or account with their affiliated academic dept.) when collecting monetary donations or hosting fundraisers. Money raised should NOT ever be deposited into any individual student or club advisor’s personal bank account. All checks must be written directly to the club name.
  4. Responsible person(s)(Treasurer, President, etc.) must maintain accurate records of the group’s income and expenses.
  5. No individual member or club advisor may profit from astudent organizations’ fundraising.
  6. Student groups sponsoring large events on campus that are open to the public and that charge admission are STRONGLY encouraged to use the Bobcat Ticket Office.
  7. A currently enrolled student member(s) of the sponsoring Student Organization must be present during the entire time of the event.
  8. Commercial or corporate sponsorship of programs or events is permissible provided that no commercial products and/or services are sold at the event.
  9. Student organizations may not sign any contracts on behalf of the University or act as its agent.
  10. IF YOUR CLUB HAS BEEN GIVEN PERMISSION TO USE THE MSU OR BOBCAT LOGO: Montana State University reserves the right to approve the identity of any proposed sponsor and the content of sponsorship materials associated with a fundraising activity[jpk1].
  11. If student organizations are co-hosting an event with an off-campus organization or business, representatives from the student organization MUST be present during the entire event and all marketing and promotional materials must clearly state the student organization is a co-host.

Prohibited Activities:The following activities are specifically prohibited.

  • Solicitation by credit card or telephone card companies.
  • Door-to-door fundraising on Montana State University owned, operated, or controlled property.
  • Sales, distribution or marketing of items/ product lines that violate University trademark rights or existing contracts (items with the MSU or Bobcat logo on them[jpk2]). {Sales of merchandise bearing the Bobcat name or logo, may be considered with prior approval from licensing director and agreement that said items are produced by a licensed vendor.}
  • Solicitation of donations in public spaces on campus is prohibited. You may reserve a meeting room and advertise an event and ask for donations at the event only.
  • Bake sales or selling of food on campus, per the MSU Policy found HERE.
  • NOTE: Fundraising taking place in the Strand Union Building must also follow the Strand Union Building policies.

SPECIAL FUNDRAISING REQUIREMENTS

RAFFLES

Before conducting a raffle, refer to23-5-413of the Montana Code Annotated and23-16-2602of the Administrative Rules of Montana.

  • Raffle tickets must be sold to people within the geographical boundaries of the State of Montana.
  • Raffle ticket sales may not be conducted over the Internet. While raffles may be advertised over the Internet, such advertisement must explain all raffle terms, including the prohibition on Internet ticket sales and sales to people outside of Montana.
  • Except for non-profit organizations and schools, the value of any raffle prize may not exceed $5,000, and the prize must be owned by the person conducting the raffle prior to the sale of any raffle tickets.

FOOD AND BEVERAGE SALES
Food and beverages may not be sold on campus. If you are hosting an event and plan to serve food, you must use University Catering for your food and beverage needs. If you wish to prepare your own food to serve (such as for cultural reasons), groups must rent out the SUB kitchen and fill out a Temporary Event Food Vendor Application. Bake sales are NOT allowed on the MSU campus.

ALCOHOL
As a student and registered student organization, compliance to the MSU-Bozeman Alcohol/Drug Policy is mandatory. Please find the complete Alcohol/Drug Policy online:

  • Any event held on University property that involves the service of alcohol must be approved under Section 890.00, Facilities Use Manual.
  • Before any alcoholic beverage may be served at events on the MSU campus, prior administrative approval must be obtained. It is the Event Sponsor's responsibility to make sure approval is obtained prior to the event. Please go to the following website: complete the approval request.
  • Any sale of alcohol must be by an authorized vendor holding a valid liquor license. Sale of tickets to an event where complimentary alcohol is served will be considered a sale of alcohol. No student organization shall collect a cover charge, donation, or admission fee, which entitles a guest to alcoholic beverages. Guests must purchase the alcohol separately.
  • No student organization or member acting on behalf of the organization shall sell or give-away (such as prizes) alcoholic beverages.
  • Non-alcoholic beverages and food must be made available at events where alcohol is served or sold; and
  • Access to the event must be controlled by the Event Sponsor.
  • Organizational or student organization fee funds shall not be used to purchase alcohol.
  • Groups must take reasonable precautions to prevent underageconsumption ofalcohol and excessive drinking.

Alcohol Marketing Guidelines

  • In on-campus advertising, no reference to alcoholic beverages is permitted. Suggested wording is: drinks or drink specials.
  • Advertising free drinks or 2-for-1 or other multiple-drink specials is prohibited.
  • Advertising of competitive drinking games is prohibited.
  • In all on-campus advertising, including posters, banners and table tents, reference to drinks must be in smaller print than the print size for the event advertised.
  • Availability of food and non-alcoholic beverages must be prominently displayed in the advertising.
  • Advertising must be accompanied by a non-use message such as "Drink Responsibly," "Don't Drink and Drive," "Do not allow your friends to drink and drive.”

T-SHIRT, SWEATSHIRT, CAP, BUTTONS AND OTHER ITEM SALES
The following requirements must be satisfied for your group to sell t-shirts, sweatshirts, caps, buttons or other items on campus or in the community:

  • 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 MSU”).
  • You may not alter the Bobcat or MSU logo in any way to include in your design.
  • You may not use the MSU or Bobcat Logo without explicit permission from the MSU Licensing Director.
  • All designs and graphics placedon items for sale must be reviewed before production. Sales to constituents outside the group are allowed if the items are produced by a licensed vendor.

If you have been given permission to use the MSU and Bobcat Logo, please contact Julie Kipfer, Licensing Director, at as there are different requirements.

MONEY HANDLING

Cash/Checks

  • When handling cash or checks your group must make every effort toensure that all forms of currency is collected, transported and depositedinto your organization’s account successfully within 3 business days of collection.Create reasonable and reliable procedures for your group so there is noambiguity regarding the responsibilities of students handling groupproceeds.
  • Each group should have one designated person responsible for handlingcash and checks. That person must maintain accurate records and beresponsible for reporting receipts to the organization regularly or ondemand.
  • Each group must have an easily readable and retrievable system for recording how muchmoney is received, from whom, on what date and for what purpose.
  • Groups should keep funds in a code or lock protected cash box until you are able tomake a deposit. Do not carry around group money in your wallet orbackpack. Deposits should be made within 3 business days.

Credit Cards

  • If you choose to accept donations/ticket sales, etc. via credit cards, please ensure the card processing company is reputable.
  • DO NOT store credit card information.

Fundraising options on campus:

Sports Facilities

  • Sports Facilities has multiple opportunities throughout the year for clubs to fundraise. Events such as cleaning up after sporting events, graduation, concerts, etc. are available. Please contact: Chris Hayden at for upcoming opportunities.

Career Services

  • Career Services hosts two large Career Fairs during the year and need help with various activities. Clubs can earn money for working at these events. Contact them at .

Donation/Sponsorship Seeking Tips

REMINDER: When fundraising or seeking sponsorships/donations, your student organization must clearly state your club name (e.g. Gaming Club at MSU). Do NOT state or imply that you in any way represent MSU.

  • If asking a business for a donation or sponsorship, find out who will be reading your letter and address it to them personally. This is usually a general manager or perhaps a business owner.
  • Check, double-check and triple-check grammar and spelling. Have your advisor look it over as well as multiple leaders. Sending out a donation letter with mistakes is the fastest way to get your request thrown in the trash.
  • ALWAYS address the letter to the specific business or individual. This shows you have done your initial research. Do not send out generic letters.
  • Send your letter via mail or drop it off directly. Follow-up with a phone call within a week. Continue to follow-up until you get a firm yes or no. Do not expect them to reach out to you first! Have a copy of the letter in front of you when making this phone call so you can refer to important information if asked. If you cannot speak to the correct individual ask when a better time may be.
  • Businesses may be more willing to give items instead of money. Keep in mind the value of those items are not considered tax-deductible by the MSU Alumni Foundation, so a receipt cannot be written.
  • ALWAYS follow-up ANY donations with a thank-you card, letter or email.
  • Divide & conquer! Members and leaders can brainstorm possible names and businesses. Ensure your message is consistent and your donation letters have the same content, with a little fine-tuning to reflect the donor/business.
  • Have a master list of who you have sent letters to, who you have made follow-up calls to, their donation amount, if you have sent a thank-you, etc. Hand this down to future leadership!
  • When you list your contact information at the end of the letter, be sure you are not listing email addresses that could be deemed inappropriate and be sure the outgoing voice mail message on any phone number you list sounds professional….no music or inappropriate language. Remember, these facets of you reflect back on your group and ignoring this simple advice is another sure way to have your request disregarded by potential funders.

[jpk1]I’m not sure about the implications of this item. I didn’t think we’d be approving sponsors. However, I agree we’d like to review promotional materials bearing MSU and or Bobcat name and logos

[jpk2]If the club uses a licensed vendor to creates items with the bobcat name or logo, do we really prohibit the sales of those items. If it’s royalty bearing, are we disallowing it due to competition with bookstore or other retailer? Or some other reason.