Each organization is expected to fulfill the Social, Spirit and Service (SSS) requirement to maintain active status and eligibility for funding. This is a great way to help students learn leadership skills in areas that are important to the university and the community.
Requests for funding allocations will be influenced by the organization’s involvement in these. If you need ideas for activities in these areas, please contact the Center for Personal & Professional Development.
Is this a social, spirit, or service event? Identify a legitimate purpose for the event that your members’ value and that aligns with the mission of your organization. If it is a fundraiser, how can you justify the cause? If you’re planning a service event, how can you determine the true need and its legitimacy before you attempt to meet it?
Come up with a good idea for an event. Why would people attend? What’s the incentive? If it’s a fundraiser, don’t reinvent the wheel. What do other organizations do for their events or fundraisers?
If this event is a fundraiser, submit an organization fundraiser proposal form at least two weeks in advance of your event date! All organizations must submit a fundraiser proposal form and have it approved before proceeding with any fundraising. Approval/disapproval for the event will be sent to the organization advisor by email. You can access the form on the Clubs & Organizations web page.
Plan ahead, and plan well. Answer the Who, What, When, Where, Why, How for your event. Set realistic measurable goals. How will you know whether or not you were successful?
Advertise well. See the “Guidelines for Effectively Marketing Organization Sponsored Events” that follows.
Deposit the funds you raised and return petty cash box. All funds acquired through fundraiser events must be delivered within 24 hours of the event to the Accounting Office in Webb Hall for deposit into the organization spending account. Organizations are not allowed to hold any of these funds more than 24 hours.
Soon after your event is over, you should evaluate your outcomes as a team. Did you accomplish what you set out to? Will you do this again? If so, what will you do to make it even better?
Additional guidelines regarding organization sponsored events/fundraisers/travel:
Sales Tax: Anything sold on our campus (including tickets, food items, merchandise etc.) is subject to NC state sales tax. You are required by state law to post a sign at the point of sale that reads as follows: “Price includes applicable NC sales tax.”
Petty Cash: Organizations needing a petty cash box to make change for fundraiser events may request this from the Accounting Office.
Selling: or soliciting in the residence halls and/or university commons requires approval from the Department of Housing & Residence Education.
Outside Vendors: Some fundraiser events will require a contract or liability or vendor form with non-campus groups. These forms may need to be reviewed by CPPD staff and the Accounting Office.
Ticket Sales: All tickets being sold for university sponsored events taking place on or off our campus must inform the ticket buyer that the price of the ticket includes NC sales tax. For printed tickets, the seller is required to have this text printed on the ticket itself “includes NC Sales Tax.” If admission is being charged, but no ticket is distributed, the text below should be posted at the point of sale: “Admission price includes NC Sales Tax.”
Charitable Donations: If a charitable donation is to be made by a student organization to an outside organization as a result of a fundraiser, a check request should be submitted to the Accounting Office. Cash donations are prohibited. Organizations can donate money they raise to charitable organizations, but they are not allowed to donate funds provided by the university through SGA as part of annual funding allocations. Charitable donations can only be made from funds raised once expenses from the fundraiser are deducted. All expenses must be deducted from the amount of funds raised. Donations can only be made to organizations that align with the GWU mission.
Public Events: All marketing pieces inviting the public to attend any event sponsored by an organization on campus must include the following statement: Auxiliary aids will be made available to persons with disabilities upon request 48 hours prior to the event. Please call 704- 406-4270 or email [email protected] to make a request.
Selling Food: Bake sales are no longer allowed. Only professionally pre- packaged or prepared foods may be sold on campus. Homemade or self- prepared items cannot be sold on campus.
Raffles: Student organizations are not allowed to hold raffles that involve the selling or buying of a chance to win a prize due to state tax and gambling laws. Raffles that are free are allowed.
Transportation: : If your event requires transportation, contact Jane Powell at [email protected] to make all vehicle reservations. Your organization will be charged for the use of vehicles. Please refer any questions regarding vehicles usage to Jane Powell.
Overnight Travel: University sponsored student groups on all overnight trips, and/or any trip that exceeds a 100-mile radius from campus, will require University approved, nonstudent, adult supervision on site
Guest Speakers: Clubs wishing to invite anyone not employed by GWU to speak or offer programming on campus must have these guests approved by the Dean of Students before inviting them to come.
Planning Service Events: Here are some additional ideas to keep in mind as you plan service opportunities:
