Sponsorships, Donations, & Raffles
Purpose
If clubs want to seek sponsorship or donations from outside the College, they must work with Student Engagement to submit a list to the CWI Foundation 15 business days prior to seeking any sponsorship or donations. Student Engagement will forward to the CWI Foundation for approval.
The reason for the review and required approval is because:
- The CWI Foundation works with off-campus companies and organizations requesting donations to the College. If too many CWI groups approach the same sponsor for donations, a potential donation to CWI or relationship with the College may be damaged.
- Students need to know the giving histories of the businesses and individuals they plan to contact so that they can be gracious when they contact them and let them know their previous generosity is appreciated.
- The CWI Foundation can help coach students, if they choose, on solicitation strategies and materials.
To implement this cooperation, the following steps need to be taken:
- Student club leaders need to present to the CWI Foundation a memo describing the project for which they are seeking funding and the amount they intend to raise.
- A list of potential donors must be included in the memo.
Accepting Donations
Purpose
What to do when managing monetary donations.
When your club receives a monetary donation, follow these steps to ensure it is handled correctly.
1. Deposit the Funds
All monetary donations should be deposited into the CWI Foundation account right away.
- The Foundation will create a club account for these funds if one doesn't already exist.
- Inform Student Engagement of the monetary donation. They will then connect you with the Foundation and help maintain your club accounting.
Important: This process only applies to direct monetary gifts. Money raised from activities like a bake sale should be deposited into the main club account. For more information on handling fundraising funds, please refer to the fundraising section.
2. Acknowledge the Donation
For each donation you receive, you must complete a Contribution Acknowledgment form. You can request this form by contacting Student Engagement at clubs@cwi.edu. Submit your completed form to the CWI Foundation at foundation@cwi.edu, copying clubs@cwi.edu.
To complete the form, you will need the following information:
Once the form is submitted, the Foundation will send a thank-you letter directly to the donor.
Raffles
Understanding the difference between a drawing and a raffle is crucial for clubs. CWI has obtained a Charitable Gaming License from the Idaho Lottery Commission, which specifically allows clubs to host raffles. It is vital to work with Student Engagement to ensure all state laws and college policies are followed.
- A "drawing" typically refers to an event where participants receive a free entry for a chance to win a prize, and no purchase is required to enter. These generally do not fall under charitable gaming regulations.
- A "raffle," on the other hand, involves selling chances to win a prize, making it a form of lottery that requires specific licensing and adherence to regulations. This is why CWI's Charitable Gaming License is so important.
Specific information must be reported to the Idaho Lottery Commission during the yearly renewal process. It is the responsibility of the club advisor, president, and treasurer to ensure tickets sold equal the amount of money deposited.
Per Idaho Lottery Commission Law:
- If you are raffling any donated items, a Contribution Acknowledgment Form must be completed for each donation.
- You must keep track of number of tickets sold and number of unsold raffle tickets returned. These must match and be recorded, along with the price the tickets were sold for (e.g., $1 each or 6 for $5).
- You must get the name and address of each winner.
- At the end of a raffle, you must return the following to Student Engagement:
- Raffle report information including:
- Date of drawing
- Location
- Number of tickets sold
- Cost per ticket
- Total raffle sales
- Total cost incurred by club to acquire prizes to be raffled
- Total expenses
- Amount donated to charity (if applicable)
- Name and address of each winner, along with what prize they won.
- Contribution Acknowledgment Form for each donation.
- Before raffle, each donated item must be approved with the Contribution Acknowledgment form.
Not following these guidelines will result in your clubs active status being reviewed in addition to other possible sanctions. Please contact Student Engagement with any questions.
