Sponsorship Donation and Raffle
Purpose
If clubs want to seek sponsorships or donations from outside the College, they must work with Student Engagement to submit a list to the CWI Foundation twenty (20) business days prior to seeking any sponsorships 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 that 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
If you have received donations, the club must complete a Contribution Acknowledgement Form for EACH donation. These must be sent to CWI Foundation and include a Cc of clubs@cwi.edu. The information needed to complete that form is: donor's name, address, phone number, and description of donation. Your donors will receive a thank you from the college.
All monetary gifts should be deposited into the club account immediately.
To ensure that donors are recognized appropriately, the club must also submit a thank you. Supplies can be provided by the Foundation Office. Please contact Student Engagement to coordinate a time to pickup the supplies.
Raffles
CWI has obtained a Charitable Gaming License from the Idaho Lottery Commission, which allows clubs and organizations to host raffles. Please work with Student Engagement to ensure all laws are being followed. 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 that the tickets sold equals the amount of money deposited.
Per Idaho Lottery Commission Law:
- If you are raffling any donated items, a Contribution Acknowledgement 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, i.e. $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 Info including: date of drawing, location, # 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) and the name and address of each winner, along with what prize they won.
- Contribution Acknowledgement Form for EACH donation. Before raffle, each donated item must be approved with the Contribution Acknowledgement form.
Not following these guidelines will result in your club losing ability to conduct raffles. Please contact Student Engagement with any questions.
