Registered Student Organizations
Fundraising/Sponsorship/Donation Policies
Purpose
The purpose of this policy is to provide guidance for registered student organizations at Montana State
University in Bozeman in their fundraising endeavors. This is for student organizations that are seeking
funding independently from student organization fee money available through the campus Funding
Board applications or soliciting and receiving donations through the MSU Alumni Foundation. This
policy applies to student organizations that are fundraising for their own purposes, not for a third party
(such as a nonprofit).
Definitions
Fundraising
For University purposes, fundraising is defined as “any activity in which money is collected on or offcampus.” Even if all you wish to do is break even or recover costs, your activity will be considered
fundraising if money is collected. Some examples of fundraising are tournament or race entry fees, tshirt sales and ticket sales (including events held off campus) as well as raffles.
Sponsorships
This term refers to any funds or in-kind donations (including goods or services) from a business or
organization to a student organization in return for a measurable benefit, such as advertising, event
participation or signage.
Donations
Gifts (money or goods) given to an organization with no expectation of a measurable benefit to the
donor.
In-Kind Donations
Exchange of services, such as providing concert sound free of charge or at a discounted rate for an event
with no expectation of a measurable benefit to the donor.
Tax-Exempt
Student organizations are not tax-exempt organizations UNLESS they have gone through the paperwork
and process to become a 501 © (3) non-profit according to the IRS. Student organizations may NOT use
the MSU tax-exempt classification UNLESS they receive their donation through the MSU Alumni
Foundation. Please see those separate policies here. NOTE: In order for your student organization to
utilize the MSU Alumni Foundation account, the donation must be in the form of MONEY, not items or
in-kind (such as advertising space, food, etc.).
Policies
1. When fundraising or seeking sponsorships/donations, your student organization must clearly
state your club name (e.g. Gaming Club at MSU). Do NOT state or imply that you in any way
represent MSU.
2. Student organizations must clearly state the intent of their fundraising efforts, for example, to
send students to a conference, club travel, etc. The activity itself must provide a benefit to the club
mission and/or support club activities.
3. All registered student organizations must have a financial account (bank account or account
with their affiliated academic dept.) when collecting monetary donations or hosting fundraisers.
Money raised should NOT ever be deposited into any individual student or club advisor’s personal
bank account. All checks must be written directly to the club name.
4. Responsible person(s)(Treasurer, President, etc.) must maintain accurate records of the group’s
income and expenses.
5. No individual member or club advisor may profit from a student organizations’ fundraising.
6. Student groups sponsoring large events on campus that are open to the public and that charge
admission are STRONGLY encouraged to use the Bobcat Ticket Office.
7. A currently enrolled student member(s) of the sponsoring Student Organization must be present
during the entire time of the event.
8. Commercial or corporate sponsorship of programs or events is permissible provided that no
commercial products and/or services are sold at the event.
9. Student organizations may not sign any contracts on behalf of the University or act as its agent.
10. IF YOUR CLUB HAS BEEN GIVEN PERMISSION TO USE THE MSU OR BOBCAT LOGO: Montana
State University reserves the right to approve the identity of any proposed sponsor and the content
of sponsorship materials associated with a fundraising activity.
11. If student organizations are co-hosting an event with an off-campus organization or business,
representatives from the student organization MUST be present during the entire event and all
marketing and promotional materials must clearly state the student organization is a co-host.
Prohibited Activities: The following activities are specifically prohibited.
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Solicitation by credit card or telephone card companies.
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Door-to-door fundraising on Montana State University owned, operated, or controlled property.
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Sales, distribution or marketing of items/ product lines that violate University trademark rights
or existing contracts (items with the MSU or Bobcat logo on them). {Sales of merchandise
bearing the Bobcat name or logo, may be considered with prior approval from licensing director
and agreement that said items are produced by a licensed vendor.}
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Solicitation of donations in public spaces on campus is prohibited. You may reserve a meeting
room and advertise an event and ask for donations at the event only.
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Bake sales or selling of food on campus, per the MSU Policy found HERE.
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NOTE: Fundraising taking place in the Strand Union Building must also follow the Strand Union
Building policies.
SPECIAL FUNDRAISING REQUIREMENTS
RAFFLES
Before conducting a raffle, refer to 23-5-413 of the Montana Code Annotated and 23-16-2602 of the
Administrative Rules of Montana.
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Raffle tickets must be sold to people within the geographical boundaries of the State of
Montana.
Raffle ticket sales may not be conducted over the Internet. While raffles may be advertised over
the Internet, such advertisement must explain all raffle terms, including the prohibition on
Internet ticket sales and sales to people outside of Montana.
Except for non-profit organizations and schools, the value of any raffle prize may not exceed
$5,000, and the prize must be owned by the person conducting the raffle prior to the sale of any
raffle tickets.
FOOD AND BEVERAGE SALES
Food and beverages may not be sold on campus. If you are hosting an event and plan to serve food, you
must use University Catering for your food and beverage needs. If you wish to prepare your own food
to serve (such as for cultural reasons), groups must rent out the SUB kitchen and fill out a Temporary
Event Food Vendor Application. Bake sales are NOT allowed on the MSU campus.
ALCOHOL
As a student and registered student organization, compliance to the MSU-Bozeman Alcohol/Drug Policy
is mandatory. Please find the complete Alcohol/Drug Policy
online: http://www2.montana.edu/policy/security_report/alcohol_drug_policies.html
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Any event held on University property that involves the service of alcohol must be approved
under Section 890.00, Facilities Use Manual.
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Before any alcoholic beverage may be served at events on the MSU campus, prior
administrative approval must be obtained. It is the Event Sponsor's responsibility to make sure
approval is obtained prior to the event. Please go to the following website:
http://www.montana.edu/ufs/catering/request/ to complete the approval request.
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Any sale of alcohol must be by an authorized vendor holding a valid liquor license. Sale of tickets
to an event where complimentary alcohol is served will be considered a sale of alcohol. No
student organization shall collect a cover charge, donation, or admission fee, which entitles a
guest to alcoholic beverages. Guests must purchase the alcohol separately.
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No student organization or member acting on behalf of the organization shall sell or give-away
(such as prizes) alcoholic beverages.
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Non-alcoholic beverages and food must be made available at events where alcohol is served or
sold; and
Access to the event must be controlled by the Event Sponsor.
Organizational or student organization fee funds shall not be used to purchase alcohol.
Groups must take reasonable precautions to prevent underage consumption of alcohol and
excessive drinking.
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Alcohol Marketing Guidelines
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In on-campus advertising, no reference to alcoholic beverages is permitted. Suggested wording
is: drinks or drink specials.
Advertising free drinks or 2-for-1 or other multiple-drink specials is prohibited.
Advertising of competitive drinking games is prohibited.
In all on-campus advertising, including posters, banners and table tents, reference to drinks
must be in smaller print than the print size for the event advertised.
Availability of food and non-alcoholic beverages must be prominently displayed in the
advertising.
Advertising must be accompanied by a non-use message such as "Drink Responsibly," "Don't
Drink and Drive," "Do not allow your friends to drink and drive.”
T-SHIRT, SWEATSHIRT, CAP, BUTTONS AND OTHER ITEM SALES
The following requirements must be satisfied for your group to sell t-shirts, sweatshirts, caps, buttons or
other items on campus or in the community:
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Your organization’s name must be identified on the items you sell. You may not use the
University name, except to describe the location of your group (e.g., “Social Club at MSU”).
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You may not alter the Bobcat or MSU logo in any way to include in your design.
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You may not use the MSU or Bobcat Logo without explicit permission from the MSU Licensing
Director.
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All designs and graphics placed on items for sale must be reviewed before production. Sales to
constituents outside the group are allowed if the items are produced by a licensed vendor.
If you have been given permission to use the MSU and Bobcat Logo, please contact Julie Kipfer,
Licensing Director, at jkipfer@montana.edu as there are different requirements.
MONEY HANDLING
Cash/Checks
 When handling cash or checks your group must make every effort to ensure that all forms of
currency is collected, transported and deposited into your organization’s account successfully
within 3 business days of collection. Create reasonable and reliable procedures for your group so
there is no ambiguity regarding the responsibilities of students handling group proceeds.
 Each group should have one designated person responsible for handling cash and checks. That
person must maintain accurate records and be responsible for reporting receipts to the
organization regularly or on demand.
 Each group must have an easily readable and retrievable system for recording how much money
is received, from whom, on what date and for what purpose.
 Groups should keep funds in a code or lock protected cash box until you are able to make a
deposit. Do not carry around group money in your wallet or backpack. Deposits should be made
within 3 business days.
Credit Cards
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If you choose to accept donations/ticket sales, etc. via credit cards, please ensure the card
processing company is reputable.
DO NOT store credit card information.
Fundraising options on campus:
Sports Facilities
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Sports Facilities has multiple opportunities throughout the year for clubs to fundraise. Events
such as cleaning up after sporting events, graduation, concerts, etc. are available. Please
contact: Chris Hayden at christopher.hayden@montana.edu for upcoming opportunities.
Career Services
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Career Services hosts two large Career Fairs during the year and need help with various
activities. Clubs can earn money for working at these events. Contact them at
careers@montana.edu.
Donation/Sponsorship Seeking Tips
REMINDER: When fundraising or seeking sponsorships/donations, your student organization must
clearly state your club name (e.g. Gaming Club at MSU). Do NOT state or imply that you in any way
represent MSU.
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If asking a business for a donation or sponsorship, find out who will be reading your letter
and address it to them personally. This is usually a general manager or perhaps a business
owner.
Check, double-check and triple-check grammar and spelling. Have your advisor look it over
as well as multiple leaders. Sending out a donation letter with mistakes is the fastest way to
get your request thrown in the trash.
ALWAYS address the letter to the specific business or individual. This shows you have done
your initial research. Do not send out generic letters.
Send your letter via mail or drop it off directly. Follow-up with a phone call within a week.
Continue to follow-up until you get a firm yes or no. Do not expect them to reach out to you
first! Have a copy of the letter in front of you when making this phone call so you can refer
to important information if asked. If you cannot speak to the correct individual ask when a
better time may be.
Businesses may be more willing to give items instead of money. Keep in mind the value of
those items are not considered tax-deductible by the MSU Alumni Foundation, so a receipt
cannot be written.
ALWAYS follow-up ANY donations with a thank-you card, letter or email.
Divide & conquer! Members and leaders can brainstorm possible names and businesses.
Ensure your message is consistent and your donation letters have the same content, with a
little fine-tuning to reflect the donor/business.
Have a master list of who you have sent letters to, who you have made follow-up calls to,
their donation amount, if you have sent a thank-you, etc. Hand this down to future
leadership!
When you list your contact information at the end of the letter, be sure you are not listing
email addresses that could be deemed inappropriate and be sure the outgoing voice mail
message on any phone number you list sounds professional….no music or inappropriate
language. Remember, these facets of you reflect back on your group and ignoring this simple
advice is another sure way to have your request disregarded by potential funders.