Division of Student Affairs

Fund Raising Policy

Student Activities
HC 321, 962-3704

Fund Raising Guidelines

1. Applications for fund raising activities by recognized student organizations should be completed and submitted four weeks prior to the event to insure that there is enough time to evaluate the request and to adequately organize the event.
2. If an event is conducted with an outside vendor and they are to be compensated for services they provide (i.e., concert, lecture, etc.), a Personal Service Agreement (PSA) must be attached to the Fundraising Request Form. PSA's can be obtained in the Student Activities Office. Only the Vice President for Administration and Finance or their designee can sign contracts for the institution. Such contracts must cover the responsibilities of each party, prices of items to be sold, and the percentage of proceeds to each party.
3. The Director of Student Activities must approve all fundraising activities by student clubs and organizations.
4. The Director of Food Service and the Director of Residence Life must also approve special events that include food sales.
5. Any group planning to sell raffle tickets in a "public space" adjacent to another groups event (i.e., in the lobby of Quinn during a basketball game or the lobby of Loso during a symphony), the event manager for that event must be informed that these activities will be taking place. The group selling the raffle tickets must then reserve space and equipment with the Facilities Scheduling Office located on the second floor of the Hoke Center.
6. Any group planning to sell raffle tickets inside the "reserved event space" (i.e., in the stands during a basketball game or inside McKenzie Theatre during a symphony) the event manager for that event must approve the activity within their "reserved event space." The event manager must also sign the fundraising form, indicating approval of the raffle activity to take place inside their "reserved event space." Please see separate guidelines for raffles and pari-mutuels. More information is available in the Student Activities Office.
7. An itemized revenue/expense statement must be submitted to the Student Activities Office within 14 days after the event.
8. All profits must be deposited (on the first working day after the event) into the campus club account.
9. Clubs and organizations that fail to abide by the above procedures may lose university fundraising privileges.
10. Please see separate guidelines for raffles. More information is available in the Student Activities Office.

In addition to the guidelines listed above, the following procedures are to be used by student clubs and organizations when asking community support for their fund-raising events. The Director of Student Activities may approve solicitation of goods or services by student clubs and organizations either on or off the campus only if:

1. Donations are in exchange for goods or services provided by the club or organization (e.g., car washes, bake sales, raffles), OR
2. Donations are for the direct support of an event or services offered by the club or organization open to participation by the entire campus community (e.g., Casino Night, Speel-Ya, Pow Wow). Student clubs or organizations may also assist recognized charitable non-profit groups in solicitation activities (e.g., March of Dimes, UNICEF, Red Cross) subject to the approval of the Director of Student Activities. Contact the Director of Residence Life for policies regarding policies related to solicitation in residence halls.

Raffle Guidelines

Eastern Oregon University maintains a Class B state raffle license, however, many regulations apply. Any raffle requires approval from the Director of Student Activities prior to conducting the event.

According to Oregon Administrative Rule 137-25-310, the following information must be printed upon each ticket sold or shall be otherwise provided to each purchaser at the time of ticket sale (via handout):

• The date and time of the drawing
• The location of the drawing
• The name of the organization conducting the raffle
• The price of the chance
• A full and fair description of the prize or prizes to be awarded
• The retail market value of each prize to be awarded, and
• The total number of tickets, which may be sold.

If there are no special raffle tickets printed, it is required that you at all ticket sale locations a flyer/poster listing the required information. The Student Activities Office can assist you in developing and printing custom raffle tickets.

According to Oregon Administrative Rule 137-25-240, a report must be submitted after the raffle. The raffle report form will include:

• The total amount of proceeds received from the sale of tickets for each raffle game
• All expenses relating to the conduct of each raffle game (other than prizes)
• Total amount of cash prizes awarded (cannot exceed $750 per raffle)
• Total cost of non-cash prizes awarded · The winning ticket stubs

The names, addresses, and signatures of the winners of the first three prizes must be provided to the Student Activities Office. Also for all prizes valued at $100 or more, the name, address and signature of the prizewinner must be obtained.

The Vice President for Administration and Finance files an annual report to the state in order to maintain the license. Any student club or organization found in violation of the aforementioned rules will be financially responsible for all fines incurred. The Student Activities Office and the Administration and Finance Office will be not be responsible for any fines.

Any student club or organization that is planning to conduct a raffle, please contact the Student Activities Office for the required forms and assistance.

If you have any questions or problems, please contact our office, between 8am-5pm Pacific time, for further assistance.