S.H.E.L.L.S. At THE BEACH

Successful Higher Education Leadership Learning Skills

FINANCIAL & BUDGETARY MANUALA guide to developing a strong financial and budgetary plan. Included are tips on the Associated Students, Inc. Grant Application process, suggestions on how to

develop a budget, information on fundraising, and several useful sample forms for ensuring a successful financial budgeting.

Office of Student Life and Development USU-215California State University, Long Beach

(562) 985-4181http://www.csulb.edu/sld

Table of Contents

What Makes a Good Budget? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1

Three Steps to Creating a Successful Budget . . . . . . . . . . . . . . . . . . . . . . . . . 2

Top Ten Features of a Successful Budget . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4

Sample Program Checklist . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5

Sample Budget . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8

Fundraising Ideas

Associated Students Incorporated Funding Tips . . . . . . . . . . . . . . . . . . . 9

Augmenting Your Current ASI Budget . . . . . . . . . . . . . . . . . . . . . . . . . . 10

Soliciting Donations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .10

Other Fundraising Ideas . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .13

Cash Handling . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .13

Fundraising Policies

Soliciting and Receiving Monetary Donations . . . . . . . . . . . . . . . . . . . . 14

TV Show Tapings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14

Gift In Kind Donations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14

Donations Flowchart . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15

ASI Gift Form . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16

Sample #1 Donation Letter for Cash . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17

Sample #2 Donation Letter for Gifts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18

ASI Admission Charges and Ticket Sales Policy . . . . . . . . . . . . . . . . . . . . . . 19

What Makes a Good Budget?

This manual is intended to be used as a supplementary tool, in consultation with your Student Life and Development Advisor and/or your Faculty/Staff Advisor to help your organization maximize and maintain a successful budget. For many student organizations budgeting is one of the least favorable issues to deal with when planning their events. One of the tasks your organization will face is preparing a budget. A budget is a tool used for planning and controlling an organization’s financial resources and provides a guideline for future plans of action, expressed in financial terms, within a set period of time.

Without a budget, many organizations just muddle through, trying to stay one step ahead of their bills. If the word "budget" makes you cringe, think of the process as (1) summarizing how you spend your revenue and (2) creating guidelines for your spending. The purpose of a budget is to: (a) clarify financial goals; (b) compel organization members to use funds effectively and efficiently; (c) aid in decision-making; (d) provide accurate information to analyze, adjust, and evaluate programs and activities; and (e) provide a historical reference to be used for future planning.

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Three Steps to Creating a Successful Budget

Step One: Pre-Budget ConsiderationsWhen preparing an organization budget, it helps to know the organization’s priorities, objectives, and goals. As you begin, ask yourself the following questions:

What is the time period with which you are working (semester, entire year, etc.)?

What does your group most want to accomplish?

How will you accomplish this?

How much will it cost?

Where will you get the money to pay for this?

Step Two: Preparing Your Budget

Review previous year’s activities and expenditures for insight.

Prepare an outline of the organization’s planned activities.

Determine and record available funds (previous balance, allocated funds, etc.).

Estimate and record expected income and when it will be available (dues, sales, fund raisers, etc.).

Define and record expenses (supplies, duplicating, phone charges).

If possible, have a little extra money reserved for unexpected incidentals.

Review, revise, and prepare the final budget.

Have members approve the final budget.

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Step Three: Managing the Budget Set and maintain a minimum balance.

Develop general financial policies and procedures (allow only approved expenditures, etc.).

Keep accurate written records of all financial transactions including income and expenditures. Organizations are highly encouraged to use a receipt book.

Periodically compare the budget to actual expenditures.

Regularly report the financial status to the organization.

As the budget period is ending, determine the outcome of each expense and revenue item. Review actual costs in order to establish priorities for the next budget period.

Determine the outcome of each expense and revenue as the budget period is ending. Review and judge actual costs in order to establish priorities for the next budgeted period. Begin preparing for the next budget a month or more prior to the current budgeted period and then begin the process anew.

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Top Ten Features of a Successful Budget

1. Categories that fit your event needs. List all areas where funding is required, such as Refreshments; Entertainment; Facility; and Advertising. Then, under each of these categories you would list a breakdown of actual items of need, for example: Refreshments: food, drinks, linen, china, etc.

2. Accurate revenue projections.

3. Enough categories to give you a meaningful picture of where your money goes and where you might be able to cut costs, but not so much detail that tracking becomes a chore.

4. Inclusion of expenses for items that you would like to have but that may not be a necessity for the event, such as parting gifts for all your attendees. This way you know a true projection of expenses.

5. Regular review of categories to determine if you need more or fewer, review of expenses, and brainstorming about ways to trim costs in each category.

6. Cash expenditure tracking and recording. Cash spending is the biggest leak in most budgets. Cash disappears quickly and if you don't write down everything you spend it on, you'll have a distorted look at your spending.

7. Getting into the habit of always saving your receipts, bills, and invoice slips. Making a copy of these items is also a good idea one, because you’ll have to submit original receipts for reimbursements from your ASI accounts and second, so you can use the cost information for your following year’s budget.

8. Realistic written goals. Budgeting isn't about tracking your costs; it's about setting financial goals (attending a conference, having an end-of-the-year celebration, etc.) and finding ways to meet them. Without goals, your budget is just a pair of handcuffs.

9. Make sure you include even the smallest of items such as scotch tape or a few folders or pens.

10. Most importantly, making sure your organizational members have a copy of your budget and an understanding of what their spending limit is for their specific committees.

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Sample Program Checklist

Event/Program Title: ______________________________________ Event Date: __________________

Location: _______________________________________________ Time: _______________________

Sponsor(s): __________________________________________________________________________

With the guidance of your SLD Advisor, this checklist is a vital tool for the success of your event. Please seek the assistance of your SLD Advisor often and early.

Assigned Target When

To Date Done  A. Facilities     1. Meet with SLD Advisor to pick up and fill out PRC (Program Regulation Clearance Form)     2. Return completed PRC to the USU Conference and Events Center & reserve on-campus facilities and equipment     3. Determine facility set-up and reserve equipment for program and fill out Facility Management work order form if necessary     4. Check accommodations for disabled presenter or audience    

Assigned Target When

To Date Done

 B. Program Development    

 1. Determine program goals and objectives    

 2. Look at possible featured attractions (i.e., speaker)    

 3. Decide on featured attraction (cost vs. availability)    

 4. Verify qualifications (e.g., CPR trainer)    

 5. Confirm event with attraction    

 6. Arrange transportation, parking, campus escort as needed    

 7. Determine program format     8. Type list of members on the program committee and distribute to all members    

Assigned Target When

To Date Done  C. Finances    

 1. Estimate expenses and outline budget    

 2. Request funding from ASI    

 3. Determine co-sponsored, if applicable  

54. Forms from A.S. Business Office (ASBO)

- Request for Purchase or Payment (RPP)- Service Contract/Artist Agreement

5. Set-up ticket sales (See ASBO early), if applicable    

 6. Change and cash box/money bag (See ASBO), if applicable     Assigned Target When

To Date Done  D. Publicity    

 1. Target audience (on campus and/or community)     2. Event must be approved by SLD and confirmed by the USU Conference and Events Center    

 3. Send special invitations (VIPs), if applicable    

 4. Flyers, stakes, kiosks (follow posting regulations)    

 5. Display cases    

 6. Banner site reserved and approved    

 7. Banners finished    

 8. CSULB newspapers (ads, articles, announcements)    

 9. Off-campus publicity    

Assigned Target When

To Date Done  E. Safety     1. Notification of University Police by SLD (security, money, parking, etc.)    

 2. Tape down electrical cords     3. Do a safety walk through (unstable stage, no open walk way, etc.)    

Assigned Target When

To Date Done  F. Parking    

 1. Notify Parking Office    

 2. Fill out Special Event Parking Information form    

Assigned Target When

To Date Done  G. Food/Refreshments/Decorations    

 1. Plan menu or refreshments    

 2. Discuss with food providers and place order    6

 3. Review Hot Food Safety Guidelines with SLD Advisor    

 4. Clear unusual or off-campus food    

 5. Understand campus alcohol regulations    

 6. Balloons, helium, ribbon, nametags, centerpieces, etc.    

 7. Secure clean-up volunteers    

Assigned Target When

To Date Done  H. Program Day    

 1. Directional signs to event    

 2. Verify equipment and room set up     3. Registration/welcome table (cash box/change, sign-in sheet, name tags, pens, etc.)    

  4. Volunteers to welcome people    

 5. Introduction of speaker or artist to audience    

 6. Check food/refreshments    

Assigned Target When

To Date Done  I. Wrap-up Section    

 1. Evaluate the program    

 2. Send Thank-you notes and acknowledgements    

 3. Pay bills    

 4. Prepare event/program report for next year’s planner    

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Sample Budget

INCOME EstimatedEstimated

total Actual Actual Total

Allocation from Student Government $1,000 $1,000 Money raised from Student Organization fundraiser $1,000 $765.38  $2,000 $1,765.38 ($178.12)

EXPENSESProfessional Services $350 $335 Disk Jockey $250 $250 Slide Show $100 $85

Supplies and Equipment $179 $181 Rentals: platforms $10 $10 Decorations: $100 $102 Paper Goods $19 $19 Thermos -2 @$10 $20 $20 Serving trays - 4@$5 $20 $20 Ice $10 $10

Invitations $127.50 $127.50 Printing $75 $75 Postage $50 $50 Flyers $2.50 $2.50

Food and Refreshments $1,300 $1,300Catering: 100 people @ $10 pp $1,000 $1,000Refreshments: 100 @ $3 $300 $300

  TOTALS $1,956.50 $1,943.50 $13

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Fundraising Ideas

Associated Students, Inc. Funding Tips1. All ASI related forms can be found at the Associated Students, Inc. website

www.csulb.edu/asi under “General Information and Forms” as well as with Student Life and Development’s website www.csulb.edu/sld under “Forms”.

2. When applying for funding from the Associated Students, Incorporated (ASI), neatly type the forms and provide the most honest and accurate information to the best of your ability. At the time you turn in your forms, find out when your funding request will be addressed by the Board of Control. You may request a "time certain" (time slot) for the Board of Control (BOC) meeting during which you must present your request and answer any questions.

3. When you have been granted funding from ASI you must complete the ASI Fiscal Certification process. You must first attend the Orientation and Event Planning Workshop, offered by Student Life and Development, and then attend the ASI Fiscal Certification Workshop offered by ASI, or take the ASI Fiscal Certification Test at the AS Business Office. Once you have completed the ASI Fiscal requirement, you must fill out a "Signature Authorization Card” at the AS Business Office. Up to two student representatives may be placed on an organization's Signature Authorization Card.

4. Familiarize yourself with the ASI policies on funded activities, the allowable purchases that can be made with ASI funds, and the allotment schedule timeline by which your budget must be expended. Unless an exception is granted by the ASI Treasurer and Board of Control, organizations which do not spend funds within specified fiscal quarters will lose their program funding.

5. Familiarize yourself with the types of purchases that are not allowed under ASI fiscal policy. These include, but are not limited to: awards, scholarships, office supplies, refreshments, and alcohol.

6. Don't procrastinate! Allow ample time to obtain the appropriate signatures and documents required to submit purchasing forms to the AS Business Office, especially with Service Contracts, Speaker Contracts, and Performing Artist Agreements. Keep in mind the turnaround time required to process requests for checks and purchase orders: a MINIMUM of seven (7) working days for purchase orders, regular checks, and contract checks. Rush orders cannot be guaranteed.

7. Service Contracts, Speaker Contracts, and Artist Agreements must be filled out completely and submitted to the AS Business Office prior to the date services are rendered (no exceptions).

8. The preferred means of payment for purchases is by purchase order due to the greater protection and control it provides the consumer.

9. When submitting requests for payments or reimbursements to the AS Business Office, include a flyer or other printed material advertising the event. Bring a copy of the approved Program and Regulation Clearance (PRC) form for the purpose of verification.

10. Don't forget to use the ASI logo or a line regarding ASI support on all printed material used for ASI funded programs, i.e. flyers, posters, invitations, tickets, etc.

The ASI logo may be picked up at the AS Business Office (USU-229).

911. And finally, if your organization has been granted $1000 or more for an event, you must complete the

“Post Event Assessment Report” 30 days after your event.

12. If your organization has been granted $3000 or more for an event, you must complete the “Post Assessment Event Budget” form 30 days after your event.

Augmenting Your Current ASI Budget

1. Augmentations to your ASI Grant funds are only permitted if there is a dramatic change in the program of your event.

2. Download a Grant Augmentation Request form from the ASI website listed under “General Info and Forms”: www.csulb.edu/asi.

3. Complete the augmentation form and submit it to the ASI Treasurer located in University Student Union, Room 311.

4. Requests submitted by 12:00 pm on Tuesday will be placed on the following Tuesday's BOC agenda.

5. A representative from your organization must attend the BOC meeting and present your organization’s augmentation request. The request for augmentation is reviewed by the BOC, and recommendations for funding are recorded in the meeting minutes.

6. The BOC minutes are forwarded to the ASI Senate for review and approval on Wednesday of the following week.

7. After the minutes are passed by the Senate and signed by the ASI President, the new budget information is forwarded to the AS Business Office.

8. Program accounts will be established approximately 3-4 weeks from the date of your BOC meeting.

Note: In order to access your ASI funds, you must attend an Orientation and Event Planning Workshop conducted by the Office of Student Life and Development and you must have attended the ASI Fiscal Certification Workshop or passed the ASI Fiscal Certification Test.

Soliciting DonationsShort on funds? There are several ways to raise money for your organization: charging membership dues and fees, hosting a special event, selling a product or service, or by simply asking for donations. Each method is useful depending on your funding needs. However, soliciting contributions person-to-person is the most successful and least costly, with up to a 65% response and 5% cost rate.

Sounds easy, doesn't it? So why aren't more people doing it? Because to be successful, you need to do your homework just like preparing for a final exam or job interview. Effective fundraising is 90% organization and 10% solicitation.

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Asking for donations from corporations, foundations, friends, or strangers often conjures up images of anxious begging. But, when you share your enthusiasm for your organization and its mission, you engage the excitement of others. You give potential donors the opportunity to participate in your vision and worthy projects. The larger the gift request, the more critical it is to do this face-to-face. To ensure success it is important to follow the steps outlined below.

1. Conduct a Needs Assessment

Potential donors will have many questions about your group, such as its mission and goals. Begin to prepare by answering these questions: what is your organization all about; what problems are you trying to solve; why is your organization qualified to address the problem; how much do you need in cash, services or equipment; what do you hope to accomplish with this gift; why would someone want to give to your cause; what are other funding sources?

2. Identify Potential Donors

More than $125 billion is given away each year by individuals, corporations, and foundations. Charitable giving is a two-way street; you must offer psychological value to a donor to receive a contribution. Who is most likely to fund your project: alumni members; friends and family; corporate sales; marketing; public relations, or college relations department; private non-profit foundations...? It is important to enlarge your network of contacts.

3.Prepare Marketing Materials and Cultivate Prospects

Prepare a brochure, proposal, photo album or video tape on your organization or project that will positively describe who you are and what you need. Then form a relationship with each potential donor so that he or she can understand your organization first-hand. Invite potential donors to your meetings as

guest speakers, guests at an annual banquet and give awards for their involvement.

4. Contact Donors and Make Solicitations

The best donor is one you develop as a friend and supporter, first. If this is not possible, have an inside contact who can make a formal introduction. Ideally, you should speak with each potential donor personally to request funds. But in some cases, a letter or phone call must do the job. Before requesting a donation, make sure you know what types of projects and organizations the potential donor supports, how much is typically given and if CSULB is currently pursuing the prospect for another gift. There is more to gift solicitation than simply asking for money. Don't just stress your needs. Address how it is important for the potential donor to get involved.

Focus on human needs, not organizational needs.

Show enthusiasm for your projects.

Show empathy with their objections. Explain how you will overcome their concerns.

Be business-like. This is a serious commitment.

Share the marketing materials you've brought.

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Pause and answer questions. Listen carefully.

Share the gift size you're requesting.

Share what others have given.

Ask for the gift.

A "No!" is not always a rejection. It is often a request for more information.

Expect objections from the donor. Increase your success by practicing your responses ahead of time to the following: why should I help you; I already give to other organizations; I cannot afford to give right now; I am not interested.

5. Follow Up

Always thank the prospective donor, whether or not you receive a gift now; they may give later. When you receive a gift, recognize each donor several times with thank you letters, mementos, banquet award presentations . . . as appropriate. Appreciated donors will give again.

6. Additional Help

The fundraising techniques discussed in this section are a time consuming effort which can pay rich dividends. To assist you in achieving success, especially if you plan to solicit a large gift ($1,000 or more) from a potential donor, contact the Director of Development, CSULB Division of Student Services at (562) 985-5255. The Director of Development can provide the following services:

present a fundraising workshop to a whole group or consult with individuals

identify fundable opportunities

recognize potential donors and go on request calls

help thank the donor and receipt the gift

recognize significant donations with a plaque, gift, or name on a

donor wall

help organize campaigns and special events

develop marketing materials and brochures

The Director of Development must also be contacted after a gift is received to facilitate formal University donor recognition.

When soliciting a monetary donation (doesn’t matter the amount) from an individual donor, you must first coordinate this effort with the Director of Development, Division of Student Services. Submit your written request, including the purpose for which the funds will be used and the name and address of the potential donor (individual or corporation), to the development officer via your SLD advisor.

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Other Fundraising IdeasIn addition to cultivating donations, traditional ways of generating funds for your organization are also useful. Check with your SLID advisor before you commit to any purchases, contracts, or publicity. Consider the following products, services, and special event fundraisers:

Auctions and Sales, including: Baked goods Magazines and books Candy T-shirts Rummage sales Jewelry Bookmarks

Posters Flowers Balloons Calendars Pottery and Crafts Coupons

Shows and Performances, including: Movie nights Plays

Concerts Fashion shows

Talent shows Magic shows

Services, including: Textbook redemption Gift wrapping Tutoring Resume preparation

Photography Car-wash Singing telegrams Banquets

House cleaning Recycling Dog walking Baby-sitting

Events, including: "Game Shows" Contests Sports tournaments TV tapings Walk-a-thon

Dunk tank Banquet

Haunted house Karaoke night

Cash HandlingWhenever a recognized student organization intends to conduct a sale on campus or to collect admission fees at the door of their event, they may request a locking cash box from the ASI Business Office (USU-229). The cash box must be requested from the ASI Cash Operations Coordinator no less than 5 days prior to the scheduled sale or event.

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Fundraising Policies

Soliciting and Receiving Monetary DonationsThe Foundation’s Tax ID Number is available for your student organization to use when soliciting monetary donations. Mary Ann Messing, Gifts and Donations Supervisor for the Foundation, (562) 985-8491 or mmessing@csulb.edu, must speak to the donor directly to release the tax id #.

If a donor wishes to make a tax deductible monetary contribution to your organization, they must make the check out to “CSULB Foundation.” In addition, the donor must make a notation on the check that it is designated for your organization. Full spelling of your organization’s name is a must – no acronyms.

Next, you must deposit the check to the CSULB Foundation cashier’s office (6300 State University Drive, Suite 332, Long Beach, CA 90815), which is located immediately south of the SS/PA Building.

The Foundation office will mail a receipt to the donor. Your funds will then be transferred to your Associated Students Agency Account which your organization will need to open in advance if you don’t have one already. You may then withdraw the money from this account using standard A.S. Business Office forms and regulations. Note that there is a 4% services charge for each transaction.

T.V. Show TapingsIf your organization is planning on attending a T.V. Show Taping as a form of fundraising, you must meet with Mary Ann Messing, (562) 985-8491 or mmessing@csulb.edu, to have the W-9 form filled out. The check from the T.V. company must be made out “CSULB Foundation” and follow the same process as cash donations (see Soliciting and Receiving Monetary Donations above).

Gift-In-Kind DonationsIf you are receiving in-kind services you must fill out an ASI Gift Form. This form is used to document gifts, in-kind gifts and services, giveaways to students, donations, or sponsorships. See page 15. Submit the form to:

Development AssociateAssociated Students, Inc.

1212 Bellflower Blvd., Suite 229Long Beach, Ca 90815

(562) 985-2402Fax: (562) 985-8942

CSULB Tax ID #: 93-115-0363: To be used ONLY when requesting “Gift-in-Kind” donations. Any questions, contact the Student Life and Development office at (562) 985-4181.

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Donations Flowchart

Remember, any monetary donations made to a student organization must go through the CSULB Foundations Office. The check must be made payable to: CSULB Foundation with a notation on the check of the student organization’s full name (no acronyms). Once the check clears, the donation will be transferred to your ASI Agency Account at the AS Business Office.

* Have a check from a corporation? Don’t forget to bring paperwork in with name and title of contact person

Donation received by student organization. Deposit immediately with Foundation Cashier on 3rd Floor. Mon–Fri 8:00am-5:00pm

Receive Deposit Transmittal Form from cashier & enter required info. (Associated Students Clearing Account 06-062500, General Ledger # 370500) any questions, ask for Mary Ann Messing.

At the end of each month, funds are wired from Foundation to student organization’s ASI Agency Account at the Associated Students Business Office.

Gift Processing department records donation in BSR (University fundraising & donation database).

Acknowledgment of the donation is forwarded to the University Relations and Development Office, where a receipt of the donation is then mailed to the donor. (A thank-you letter is included if the donation is $250.00 or greater).

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Use this form to document gifts, in-kind gifts, give-aways to students, donations, or sponsorships.

Describe Donation (Example: 10 t-shirts, movie screening, CD’s, etc.) Approx. value of donation (if unsure, leave blank)

_________________________________________________________________________________________________________Reason for donation (Example: student event, food for meeting)

Yes NoBusiness Name Would you like us to send the donor a thank you letter and University receipt?

Contact Person Name Telephone Number

Mailing Address

City State Zip

Your Name (print) Department/Organization Date

Documenting gifts helps: (1) Provide the donor with a University gift receipt and thank you letter. (2) Allows Associated Students to keep a record of support that can be used in an Annual Report and future grant applications. (3) Assists CSULB fundraising objectives.

Submit form to:Development Office, Associated Students, asi-development@csulb.edu

1212 Bellflower Blvd., Suite 313, Long Beach, CA 90815 Tel: 562-985-2402 Fax: 562-985-2082

Use this form to document gifts, in-kind gifts, give-aways to students, donations, or sponsorships.

Describe Donation (Example: 10 t-shirts, movie screening, CD’s, etc.) Approx. value of donation (if unsure, leave blank)

_________________________________________________________________________________________________________Reason for donation (Example: student event, food for meeting)

ASSOCIATED STUDENTS, CALIFORNIA STATE UNIVERSITY, LONG BEACH

GIFT FORM

ASSOCIATED STUDENTS, CALIFORNIA STATE UNIVERSITY, LONG BEACH

GIFT FORM

Yes NoBusiness Name Would you like us to send the donor a thank you letter and University receipt?

Contact Person Name Telephone Number

Mailing Address

City State Zip

Your Name (print) Department/Organization Date

Documenting gifts helps: (1) Provide the donor with a University gift receipt and thank you letter. (2) Allows Associated Students to keep a record of support that can be used in an Annual Report and future grant applications. (3) Assists CSULB fundraising objectives.

Submit form to:Development Office, Associated Students, asi-development@csulb.edu

1212 Bellflower Blvd., Suite 313, Long Beach, CA 90815 Tel: 562-985-2402 Fax: 562-985-2082

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Sample #1 Donation Letter for Cash

Long Beach StateWater-Ski and Wakeboard Team

2007-2008Dear Community Member:

The Long Beach State Water-ski and Wakeboard Team was established in 1988 by a group of students with a common interest in water skiing. Since then, the development of water sports has brought about Wakeboarding and Wake-skating, which have also been integrated into this team. What started out small has now developed into a well rounded, competitive and highly dedicated collegiate team.

We have an exciting year planned and we are asking for donations to help offset our general expenses. To keep the team progressing each season requires a significant budget that cannot be met by student dues alone, and although much of this budget is derived from member dues, we try to keep the dues down in order to allow more members to participate. We depend on businesses as well as individuals in the community to support our team in order for us to continue to not only compete but also represent the City of Long Beach and our University. Our expenses for the 2007-2008 season consists of team registration, league fees for each member, lodging, boat maintenance, insurance, registration, gas, launch ramp fees, team apparel, travel to and from tournaments, as well as some new equipment for the team’s progression.

Our goal is to acquire sufficient funds from sponsors to strengthen the foundation of our team and to ensure the future success of the program. Given that we are a non-profit organization, your donation is tax-deductible and serves as an excellent way to give back to your community. We graciously accept any assistance you can offer, and we thank you in advance for your support for our team and our University.

Attached is a form to be returned with any contributions. Donors will be presented with a letter of thanks as well as an acknowledgement certificate for your tax-deductible donation. Also any donor that gives over $500 in cash or product will receive a sponsor status which we will recognize on the boat and in apparel. Thank you for your consideration.

Sincerely,

Alex Treasurer Tony Captain Rita HayesTeam Treasurer Team Captain Director

Club Sports & Recreation

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Sample #2 Donation Letter for Gifts

CALIFORNIA STATE UNIVERSITY, LONG BEACHA M E R I C A N I N D I A N S T U D E N T C O U N C I L

37th Annual CSULB Pow Wow Committee

February 27, 2007

Dear Donation Manager,

We, the American Indian Student Council, a student organization at California State University, Long Beach (CSULB), humbly request the donation of any of the following items:

Fruit and vegetables (for the singers and dancers)

Snack items such as crackers (for the singers and dancers)

Ricola or cough drops (for the singers)

Water and coffee (for singers and dancers)

The 37th Annual CSULB Pow Wow, held on March 10 and 11, is one of the University’s largest and longest running student organized events. It is a Native American Indian social gathering with singing, dancing, food and arts and craft vendors. The Pow Wow draws over 6000 people over the two-day event. Your generously donated items will feed and comfort over 300 dancers and 100 singers.

As we only make up 1% of the entire CSULB student population, we feel it is crucial that we educate the campus and surrounding community about Native American Indians.

We thank you for your consideration and welcome you to experience the sights, sounds and tastes of Native America.

For your records, our Federal Tax ID number is: 93-115-0363.

With appreciation,

American Indian Student Council2007 Executive Pow Wow Committee

(562) 985-4963 · 1250 Bellflower Boulevard · USU-215 · Long Beach, CA 9084018

ASI Admission Charges and Ticket Sales Policy

Every time admission is charged for an event supported either directly or indirectly by ASI, admissions must be accounted for by the use of tickets. Ticket sales must be conducted under the supervision of the ASI Vault Teller who must be contacted at least 15 working days before the date upon which tickets are to be sold. The design of the tickets must approved by the ASI Vault Teller before printing. All such tickets must bear the ASI logo or other form of acknowledgement.

Once printed, tickets must be delivered directly to the Vault Teller along with the original ticket manifest. The Vault Teller will verify the design and numbering of tickets. Only the Vault Teller may release tickets for sale. The Vault Teller must likewise be informed of any tickets given away as complimentary. All off-campus promoters must coordinate with ASI to have tickets printed.

Organizations may arrange to have tickets sold at the University Student Union Information Center by completing and submitting a "Request to Sell Tickets" no later than 15 days before the event. The Information Center will sell tickets only for 10 days before an event and only on a cash basis. The Assistant Director, U.S.U. Commercial Services must approve any advertising for an event that states availability of tickets at the Information Center before its being published.

Funds raised through ticket sales for events that are not financially supported by ASI may be deposited directly to an Agency Account. Proceeds from tickets sales for events that are financially supported by ASI must be deposited to the budget area’s revenue account, unless the sponsor is a student organization. In these cases, proceeds MUST be deposited to an Agency Account.

Due to the complexity of current tax laws, it is the position of the Associated Students that admission charges to events are NOT charitable contributions for which the participant would qualify for a tax deduction.

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