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Requesting Events – Fundraisers & Community Service

Fundraising Approval

Registered clubs and organizations are eligible to host events as fundraisers. Fundraisers must also occur through the event pre-approval process. Fundraisers can be requested by completing the events form and indicating the event is a fundraiser. Student Engagement will communicate request issues, approvals, and denials to the club officers and advisors. 

Community Service Definition

A community service event is a planned activity organized and executed by a CWI club with the primary purpose of benefiting the local community or a specific group in need. These events should address a community issue, promote civic engagement, and enhance the well-being of those involved.

What Counts as a Community Service Event?

• Direct Service: Activities that directly help individuals or groups, such as volunteering at a soup kitchen, organizing a park cleanup, or hosting a donation drive for a local shelter.
• Indirect Service: Activities that support community organizations or initiatives, such as fundraising for a local charity, advocating for a specific cause, or raising awareness about a social issue.
• Skill-Based Volunteering: Utilizing specific skills or expertise to benefit the community, such as tutoring students, providing technical assistance to non-profits, or offering legal aid to those in need.

What Does NOT Count as a Community Service Event?

• Religious Missions: Activities primarily focused on promoting a specific religion or converting individuals do not qualify as community service.
• Political Activities: Events organized to support a political party or candidate, while important for civic engagement, are not considered community service.
• Activities with Personal Gain: Events that primarily benefit club members or the College itself, such as social gatherings or club recruitment events, are not community service.
• Required Academic Activities: Service activities required for a class or academic program do not count as additional community service for the club.

Event Requests & Purchases

All clubs events must go through the event request process, regardless if there are costs associated with event or not. 

Clubs and organizations that have funds in their accounts can request to spend their funds on materials to help the organization function, recruit students, and conduct events and activities.  

When requesting to spend funds on supplies, food, decorations, prizes, or other items for an event, the College requires us to submit an event pre-approval request. Student Engagement will use information the clubs submit to build the event pre-approval request for the club and submit for approval. The following information must be included, as applicable to the event, in order to submit an event pre-approval:

• Date the items are needed by, if needed before the event day.
• Date, time, location, and description of the event.
  • This is the same information you submit to 25Live. 
  • Be aware events considered large or outside of CWI building hours may require additional security which will be required to be covered by the club. If you need a quote, please email clubs@cwi.edu to have our contracted security provide a quote.  
• Confirmation you have completed a 25Live request for space on- or off-campus (virtual, at another location, etc.).
• List of requested items including screenshots of item, item number, vendor information, any shipping costs, and links to specific items if ordering online.
• A copy of any quotes you have received from your selected vendor.
• List of food items including screenshots of the menu with prices and any delivery fees. 
• Contact information of vendor for any requested contractual agreement requirements.
• Details of any items being given away as gifts, prizes, or awards.
  • This requires a gift pre-approval along with the event pre-approval. 
• If gifts, prizes, or awards are being given away the full name, CWI email address, and student ID number for each recipient is required.
  • If the awardee is not known until the event, a club officer must coordinate with Student Engagement to collect the awardee information and securely deliver it to Student Engagement.
  • Gift cards must be reported to Financial Aid which may potentially impact a student's financial aid award.
• List of people who will be receiving food that is requested.
  • If the food recipients are undetermined, a sign-in list must be turned in to clubs@cwi.edu following the event. 

Once all the necessary information is provided, Student Engagement will request signatures from the required administrators. The current requirements for review and signature collection are estimated to be 12 business days. Once signatures are collected and the event has been pre-approved, Student Engagement can then coordinate with the club to make purchases and submit contracts. The timeline will vary based on the purchasing needs.  

Potential Event Approval Timelines

No Cost, On-Campus, Low-Risk Events

For events that can occur with no cost, on campus, and are considered low-risk, the event request should be submitted at least 5 business days in advance.

• Marketing materials will not be approved nor will the event be shared publicly on the CWI events calendar unless the event has been approved. Therefore, it is recommended you turn in the event request prior to the 5 business day requirement.

Events Requiring Online Purchases

For items that need to be purchased online, the event request should be submitted at least 22 business days in advance.

• The largest factor impacting this timeline is shipping cost and time which clubs should into account when submitting requests.
• CWI has an Amazon Business account which does not include the same benefits of Amazon Prime accounts, such as free or two-day shipping.
  • If an item being purchased is coming from Amazon, shipping time and cost needs to be included.
  • Student Engagement can assist the club in planning to get screenshots of the item price, shipping cost, and shipping timeline from the Amazon Business account. 

Events Requiring a Contract

For items that require a contract, the event request should be submitted at least 30 business days in advance of when the contract needs to be signed by both CWI and the selected vendor. 

• Contracts must be signed by the CWI contracts office.
• Contracts not signed by the contracts office are not valid and cannot use club or other institutional funds for payment. 

Food Sales

Recognized Clubs & Organizations, with a faculty/staff member supervising them, may arrange to hold bake sale on the Ä¢¹½ÊÓƵÍø Campuses. All food preparation must be in alignment with relevant health guidelines and will be subject to the same conditions as other student-run events with food service.  

The entity that is putting on the Bake Sale must limit what is sold to the following items: 

• Non-potentially hazardous, ready-to-eat foods produced in a licensed food establishment or food processing plant (such-as premixed soda pop, powdered creamer, pretzels, cookies, doughnuts, cakes), that are served without direct hand contact, with limited portioning, directly onto or into sanitary single-use articles, or single service articles, from the original package
• Non-potentially hazardous hot beverages (such as coffee, tea, apple cider), served directly into sanitary single-service articles
• Pre-packaged frozen confections produced in a licensed food establishment or food processing plant
• Foods that are non-potentially hazardous baked goods, are prepared in a residential kitchen in a private home or other location, and wrapped in a sanitary manner for sale or service
• Commercially made caramel apples
• Cotton Candy
• Machine-crushed ice drinks with non-potentially hazardous ingredients (e.g., slurpies, ices, slushies)
• Popcorn and flavored popcorn with butter and/or shake-on toppings

NOTE: for any items prepared in a residential kitchen in a private home: 

• Food must be wrapped in clear covering and visible.
• Food must be clearly labeled and include ingredients.
• Consumers must be in/armed by a clearly visible placecard at the sale or service location that “the foods were prepared in a kitchen that is not inspected by the Idaho Department of Health.”

Taking Cash or Card Payments for Fundraisers

If clubs want the ability to offer change for cash purchases and/or would like the ability to take card payments then please indicate this need when completing the Purchase Request for Supplies, Fundraisers, and Events form. 

Change Fund (Cash Box) Procedures for Student Clubs and other one-time events: 

• Change Funds must be requested through the event request process. If your event requires a cash box, request it in the Fundraising Section. This will forward the request to the Student Engagement Office for review. Once approved, it is the club's responsibility to respond to student accounts emails regarding a scheduled pickup and return of cash box. 
• The Student Accounts Cashier will provide a cash box, change fund, and change fund/petty cash action form. The Student Accounts Cashier and club advisor or designated club officer must each verify the amount and sign change fund/petty cash action form to check out the funds. The club will be responsible for the return of funds in the amount listed on the change fund/petty cash action form. Reminder: do not deposit the funds you received for the cash box. 
• The Deposit Form and the funds from the event must be turned into the Student Accounts Cashier. The Student Accounts Cashier and club advisor or designated club officer must each count and confirm the amount that will be deposited to the account printed on the deposit form. 
  • Revenue over $200 needs to be deposited at one of the One Stops within one (1) business day. 
  • Revenue less than $200 needs to be deposited at a One Stop with three (3) business days. 
  • Reminder: do not deposit the funds you received for the cash box. 

Cash Handling

It is very important that you limit cash handling to avoid discrepancies. Only accept or give cash when you are doing a fundraiser that must use cash box. Never give cash to advisors, officers, or other members for any purpose. Any time you make a deposit or make a purchase, make sure you obtain a receipt.  

Collecting Sales Tax

CWI clubs and organizations are subject to Idaho State Tax Commission Laws. Recognized Clubs & Organizations fall under the College’s Reseller Permit and as such the Business Office will report any sales and pay the sales tax to the state. The following are some basic guidelines to consider: 

• Fundraisers that involve the sale of food or merchandise for a set price (not an auction or raffle) are subject to 6% Idaho State sales tax. This includes yard sales. 
• Revenue from events that charge admission will be taxed. "Suggested donation of $3.00" is an admission fee and is taxable. A suggested price may NOT be posted, advertised or otherwise noted to be considered a donation. 
• If the club does not want to charge sales tax on the sales or event cost, they must calculate 6% of total proceeds, and that amount will be paid to the state of Idaho as sales tax. 

If you have questions or need clarification regarding Sales Tax requirements, please contact clubs@cwi.edu who can help facilitate the answer to your inquiry. 

 

Liability & Risk Management Forms

Event requests are reviewed for potential risks (e.g., sporting events, club trips). Clubs planning events that may require additional risk mitigation measures, such as security, insurance, or liability waivers, are strongly encouraged to notify Student Engagement early in the planning process. This allows for timely collaboration with Risk Management to determine any necessary requirements and ensure a smooth approval process for the event.

If elevated risk is identified, Student Engagement collaborates with Risk Management to determine the need for security, insurance, or liability waivers to mitigate risk.

For events requiring liability waivers, club advisors and officers are responsible for ensuring all participants complete the forms correctly. Completed waivers must be returned to Student Engagement after the event. Failure to submit properly completed waivers from all affiliated participants may result in the club losing its active status.

All club field trips and travel require the CWI travel waiver to be signed at least three business days before departure. Prior approval for travel is mandatory (refer to the travel section for details).

Reporting Accidents or Injuries

It is the responsibility of the club advisor to notify the Office of Student Engagement within 24 hours of any injury occurring during any club event, fundraiser etc. The advisor will need to fill out an , which can be found on the staff portal, under Human Resources. Risk Management may be in contact with the club advisor and students to get more information regarding the accident or injury. 

Event Security

Special events open to the campus and/or the public may be required to have a security presence. The completed request will be reviewed by the Office of Student Engagement and Risk Management to determine if security is required. Factors to be considered include: the nature of the event, the expected attendance, time of the event, age of the expected attendees, whether the event is open, whether entertainment is being provided, and the expected lighting conditions. The Office of Student Engagement and Risk Management may also consider the prior security history pertaining to events sponsored by the club or organization in the past or similar events sponsored by other student organizations. 

Security is always required if the club or organization is utilizing a campus building after normal operating hours. 

CWI reserves the right to require the number of security positions appropriate for the crowd size. In the event that it is necessary to engage additional security beyond what can be provided by the College, any costs incurred for such a purpose shall be the responsibility of the club or organization hosting the event. 

Reserving Space(s) for Events

All room reservation requests must be submitted by filling out the Facility/Event Request Form or submitting directly through 25 live. Approved student organizations may use CWI rooms without charge (set-up charges or equipment rental fees may apply depending on your needs; room availability varies). 

Room reservations must be made at least ten (10) business days in advance.

Sign Posting & Publicity Guidelines

Clubs can promote their activities through various media, including printed materials like posters and handouts. Different approval processes apply to each type.

Posters:

Posters are large printed materials designed to be visually appealing and informative, used to promote events or activities in designated posting areas. Individuals cannot post their own posters and must follow the posting request process, regardless of affiliation with a club.

Poster Approval Process:

1. Submission: Submit your poster design electronically (.pdf, .jpeg, or .png) to clubs@cwi.edu by Thursday at 8:00 a.m. for posting the following Friday. Include:

   • Requested print size (8.5" x 11" or 11" x 17")
   • Desired CWI posting locations
   • A blank white box (2" wide x 1" tall) in the bottom right corner for approval stamping.

2. Approval: Student Affairs reviews, approves, stamps, and posts all posters.

3. Late Submissions: Posters submitted after the deadline will be posted the following Friday.

4. Unauthorized Posting: Posters without approval will be removed, and repeated violations may lead to sanctions.

5. College Branding: To maintain consistency and protect the integrity of our college's identity, student clubs and organizations are prohibited from using the official college logo or mascot in any of their materials or activities without prior written approval from CWI Marketing & Communications.

   • Clubs wanting to utilize the otter in their club logo should refer to the Mascot Usage Guide: Students, Student Clubs & Organizations. 

Handouts:

Handouts are informational documents (brochures, flyers, leaflets, cards) distributed directly to individuals.

Handout Printing:

• For printing by Student Engagement, submit your design electronically (.pdf, .jpeg, or .png) to clubs@cwi.edu at least three business days in advance. Specify the desired quantity and print size.
• Clubs can use the paper cutter in Willow C for self-printing.
• Handouts must be given directly to people and not left unattended on surfaces.

General Guidelines:

• Prohibited Content: Materials containing solicitation, obscene, libelous, or illegal content, or violating CWI policies, are not allowed.
• Free-Standing Signs: Signs placed in easels or designed to be free-standing require approval from Student Engagement, who will coordinate placement with Facilities to avoid obstructing traffic.

By adhering to these guidelines clubs can effectively promote their activities while maintaining a safe and informative campus environment.