RSO | Handbook | Fundraising

The University Policy on Commercial Activity states:

In accordance with Use of University Facilities policy (WAC 478.136.101), university facilities may not be used for private or commercial purposes such as sales, advertising, or promotional activities unless such activities serve an educational purpose. Therefore, student groups may not register with the Student Activities Office if they intend to sell, distribute, market or advertise goods or services on behalf of any off-campus commercial entity or affiliate.

The University of Washington Policy on Sale of Goods and Services states:

"The University of Washington may engage in the direct sale of goods and services to individuals, groups, or external agencies for fees only when those services are directly and substantially related to the educational mission of the University. Charges for such goods and services shall be determined taking into account their full cost, including University overhead, as well as the competitive price of such items in the local community."

Commercial Activities

Student organizations can sponsor commercial activities, commercial vendors or events which promote commercial entities only if it can be demonstrated that the student organization and/or University of Washington students in general are receiving the primary benefit from such activity. If the commercial activity involves sales or fund raising, procedures must be followed as outlined in the following section on fund raising. If the commercial activity does not involve sales or fund raising, a written proposal must be submitted to the Student Activities Office for review and approval a minimum of four weeks in advance of the proposed event. All commercial activities must be approved in advance by the Student Activities Office and, when appropriate, the Committee for Use of University Facilities.

Fundraising and Sales

Student organizations wishing to hold fund raising activities or sales on campus must demonstrate that the activity itself serves an educational purpose, and that any proceeds either will further the goals of the organization, provide additional programs for the student body or benefit a charitable organization. In addition, student organizations conducting fund raising activities and sales must be in accordance with the following:

The activities must be student initiated and student controlled.

The student initiating the fund raising or sales must be one of the five officers or designated representatives of the organization.

It must be assured that no monetary gain will accrue to individual members of the organization.

The activity itself must provide a benefit to students at the University of Washington.

The goals of the event must be appropriate and in accordance with the intention of University policy as stated above.

A workable plan to monitor cash exchange and disbursement of proceeds must be devised and reviewed.

For any fund raising or sales activities conducted in the past, the organization must have completed all necessary paperwork and abided by appropriate University policy and procedure.

If the activity involves working with a charitable organization, a letter of acceptance or acknowledgment of the activity will be required.

Approval Process for Fund Raisers

Pick up a Fund Raising Information Worksheet in the Student Activities Office.

At least two weeks in advance of the activity, the student organization's officer or representative will need to make an appointment with an adviser in the Student Activities Office to review the group's proposal and ensure adequate planning and familiarity with University policies and procedures. Bring the completed fund raising worksheet to the appointment.

After your appointment, a Student Organization Sales and Fund Raising Permit will be issued, which must be signed by the student organization officer and then approved and signed by the facility/area manager involved and the Assistant Director of Student Activities.

If approved, a copy of the signed permit must be at the site of the sale or fund raising activity.

After the activity is completed, you will be required to meet with your adviser in the Student Activities Office and submit a written report with any necessary documentation, as stated on the fund raising permit.

Raffles

Raffles are strictly regulated in the State of Washington under the Washington State Gambling Act. Only certain charitable or nonprofit organizations can conduct raffles without first obtaining a gambling license.

Registered student organizations may conduct raffles on campus only if the organization qualifies and its proposed raffle follows specified requirements. An information sheet on raffle guidelines, which lists complete information about holding a raffle on campus, is available in the Student Activities Office. Please note that one of the officers of the organization planning to hold a raffle on campus must meet with an adviser in the Student Activities Office at least 3 weeks prior to starting the raffle. As raffles are considered a form of fund raising, they would fall under the same procedure and regulations as stated above under fund raising.

Additional Regulations

Student organizations should be aware of the following additional regulations which may apply to a proposed fund raising event:

The sale of food not commercially prepared and wrapped requires clearance from the Environmental Health and Safety Office, 201 Hall Health Center, 206-543-9510. See Serving Food on Campus.

Registered student organizations planning to sell items are responsible for obtaining the appropriate city and state business licenses and pay state tax (contact the Seattle Department of Licensing and Consumer Affairs, 206-684-8484).

Student Organization Handbook