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Event Planning

Fundraisers are a great way to raise money for your organization or your community. There are two distinct ways you can fundraise: 1) direct solicitation i.e. crowdfunding or newsletters/mailings and 2) Events i.e. benefit dinner, race, pie in face.  For direct solicitations you will want to first talk with your primary advisor about Crowdfunding with Funderbolt and learn more here.  Regarding fundraising events they can be a lot of fun for all involved and will need an Event Registration to be completed. It is important to make fundraising a group effort and to get as many people involved as possible. The key to being successful in fundraising is to be creative and to keep your goal in mind. Make sure that the reason you are raising money is a legitimate cause, and let everyone know why you are raising funds. Planning for your event you need to speak with your advisor.

A Few Fundraising Ideas

The following are ideas for creative fundraising projects. This list just touches the surface of all the many projects available to raise money.

  • Concert
  • Best beard contest
  • Talent show
  • Dinner/Gala
  • Film or movie festival
  • Contests: seed spitting, eating the fastest, throwing, stack-relay

Hosting a tournament or conference

Hosting a tournament or conference has proven to be a great method of fundraising that not only raises money, but also awareness about your club. It does take significant advance planning and may initially require an investment. It you are considering implementing this strategy to raise funds for your organization discuss your ideas with your Primary Advisor first (before any reservations or outside communication). Keep in mind the deadlines for event registration, space reservations, parking, communication, holidays or other University events and how these things could impact the tournament or conference.

Car Bashes

A car bash is an event in which an old car from a junkyard is brought on campus. Participants take turns swinging a sledgehammer at the car, usually for a small donation. All proceeds for the event usually go to a charitable organization determined by the group sponsoring the car bash.

In addition to normal event procedures (e.g. reserving a location, using a Flex Wedge, advertising, etc.), the following safety precautions should be enacted:

  • There is some chance of injury, so every participant must sign a Physical Activity Waiver (obtain from your primary advisor) and wear safety glasses.
  • Obtain proper insurance for the event. Student organizations that are part of a national organization (such as fraternities & sororities and some awareness groups) may obtain this insurance through their organization. Other organizations should work with their primary advisor to obtain insurance through the Office of Counsel.
  • The organization planning the event should be in contact University Facilities and Services through the event registration process to discuss appropriate times and locations for holding the event. The goal is to minimize any impact on the university grounds.
  • Any car used for the purpose of this event must be completely stripped in advance, meaning the gas tank, all glass, and any other combustible parts must be removed from the car. This should be done by the location supplying the vehicle, not by the students planning the event.

Gambling Policy

In compliance with state and federal regulations, gambling is illegal and not permitted at the University of Rochester or among its student organizations. The following guidelines ensure compliance with these regulations:

  • Monetary prizes cannot be awarded as the result of participating in a non-raffle event or activity.
  • Students or organizations may charge a one-time entry fee to an event, but additional fees or charges cannot be included as part of an event.
  • Students or organizations may not bet on, wager on, or sell pools for any athletic event.
  • Neither the university nor an organization sponsoring a Poker Tournament, Casino Night, or similar event may receive proceeds from that event.
  • A student organization charging an entry fee for a Poker Tournament, Casino Night, or similar event may only hold one such event per semester. Such an event also cannot be held where alcohol is served.

Poker Policy

  • We can have game nights- not poker nights but can play cards
  • No money can change hands
  • No alcohol should be involved
  • Can have chips and small prizes for winner(s) but again no money to change hands and no benefit for the group running the program
  • No advertising to the public