policy for fundraising and sales
The purpose of this policy is to provide a setting in which students and staff at the college can be reasonably free of un-requested solicitation of funds or services, and sales activities.
This policy is designed to be of assistance to organizations considering a fundraiser, sale or other type of solicitation. This policy applies to athletic teams, clubs, academic departments, societies and all other recognized organizations on campus. Organizations that are not officially recognized cannot conduct fundraisers, sales or other types of solicitation.
Raising funds is a difficult business and requires a good working knowledge of our campus and community policies. The spirit of fundraising should always be low pressure and congenial and must be consistent with the policies of Concordia College.
Relating to Fund-Raisers:
- All organizations must complete a Permit Application online with the Cornerstone Programming Center before engaging in fund-raisers.
- The fundraiser must comply with existing campus policies i.e., Solicitation and Promotions.
- Organizations who solicit in the community must conform with Chamber of Commerce established procedures.
- The fundraiser must provide "significant benefit" (see definition below) to the sponsoring organization or department.
- The sponsoring organization must be active participants (see definition below) in the fundraiser.
- The sponsoring organization must secure two letters of reference from the fundraiser if an outside vendor is involved.
- A complete written accounting of the activity must be available to the faculty advisor after completion of the fundraiser.
- Door to door fundraisers are not permitted or selling in classrooms during class are not allowed.
- Fundraisers are not allowed in the public areas of residence halls unless authorized by the director of residential life.
Significant benefit:
An area of concern is net profit, since it has direct influence on the success of the fundraiser to the organization. One should expect the revenue to the organization to range between 25-50 percent of gross profit (total sales less cost of goods) or 15-20 percent of total sales (not considering cost of goods) depending on the item being sold. If the revenue is much lower than these percentages the volume needed to make a desired amount of money increases dramatically. If it is higher, the item will be overpriced and not purchased by the public.
Active Participation:
If the fundraiser involves an outside vendor at least one member of the sponsoring organization should be present during the time the vendor is selling.
Relating To Other Types of Solicitation:
Unapproved solicitation of funds or services, distribution of materials or sales by any off campus business interest, organization, group or individual in on campus is prohibited. Exceptions are made by the Director of Student Programming. Exceptions may be granted when:
- The business interest, organization, group or individual will be invited or sponsored by a recognized Campus organization or college official, and
- The distribution of materials, solicitation or sale does not run contrary to, but rather promotes the mission of the college or the well-being of members of the college, local, national and international community, or
- Political Candidates or their official representatives wish to canvas the campus.
The college may from time to time allow vendors or businesses to provide products or promotional material that may be included in a welcome or special gift packet that is to be distributed to all students and/or staff. All products and materials distributed in this manner must comply with the college policy.
Food Sales and Distribution Guidelines
Fundraisers involving food-sales and distribution must be approved by the Office of Student Programming and are limited according to rules established by the Department of Health. If approved, Dining Services must also be notified of all food-sales and distribution. There are three types of food-sale fundraisers.
- Pre-packaged Food (e.g. candy bars, etc.): Pre-packaged foods may be sold as part of an approved organizational fundraising activity. To fall under this category, the food must be tightly sealed in its packaging and should not be opened until consumer has purchased the item and left eh sales area.
- Commercially Manufactured Items (e.g. pizza, doughnuts, etc.): These items MAY be allowed as part of a fundraising activity IF approved (in advance) by the Office of Student Programming AND all required health and safety procedures are addressed (e.g. gloves worn when handling product, etc.).
- Personally Manufactured Food Items are NOT ALLOWED unless the organization can meet stringent requirements by the Department of Health. Please contact the Office of Student Programming if you are interested in determining the possibility of meeting these guidelines.
Additional items to consider:
Are items to be sold offered on a consignment basis?
Consignment sale items are recommended, since the unsold items can be returned for full credit. Items sold on consignment often times yield a smaller profit, but you will not end up with unsold merchandise.
Who pays shipping charges?
Before any item is ordered, make sure the responsibility for shipping costs are in writing. Shipping charges can turn a profitable fundraising activity into a losing one fast!
Do the materials to be sold require special storage?
Sale of items such as fruits or other perishable items require special storage and handling. Arrangements for storage of fundraising items should be made prior to ordering.
What are the delivery and return dates?
Set up dates to your advantage. Since some items are seasonal make sure that they can be delivered in season. Make sure that consignment items are returned on time to avoid a penalty.
Have you reserved a room?
Have you made arrangements regarding setup such as: reserving tables, lights, sound equipment, etc.? To reserve a room, e-mail roomres@cord.edu. They can assist you in locating a room that is available during your requested time. Reservations for tables, banners or showcases can be done through the Cornerstone website.
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