Fundraising Special Event policies for Malone University

These policies are in place to protect both the special event organizer and Malone University.
These policies apply to events held by internal groups at Malone as well as events held by
outside groups or individuals.

Policies:
- Advancement will review applications for all fundraising events that involve Malone University and its image.
- Events should be submitted at least six weeks in advance of the fundraising effort through the Fundraising Event Application (below). Approval will be granted each year, although multi-year approval will be granted in some circumstances. Dates should be submitted for multi-year approval. If the event becomes an annual fundraiser, please contact Advancement prior to planning each year.
- Advancement maintains a calendar of events benefiting Malone University and participation in the event may be limited or not approved due to conflicting events.
- Malone University is not liable for any injuries sustained by event volunteers or participants related to an event benefiting the university and cannot assume any type of liability for your event.
- Malone University will not approve or partner with events that violate Malone’s Community Agreement and Student Code of Conduct including events that include lottery tickets, tobacco or alcohol (including items in baskets and raffles).
- 50/50 raffles are NOT accepted as means of raising funds.
- All event coordinators may be subject to screening prior to event approval.
- Events held on the campus at Malone University should follow the standard internal events procedures; please contact the Director of Events at Malone University.

Best practices:
- Contact Advancement at least six weeks prior to the event. Please allow a week for approval.
- Provide Advancement with a list of potential sponsor companies/organizations before you contact them. Due to other commitments with the university, you may be asked to not approach the company. In addition, Advancement may be able to help provide assistance on approaching the company/organization to increase the probability of success.

Acknowledgements, tax receipts, etc.
- We recommend having all checks made out to Malone University when they are submitted. This will allow us to provide tax receipts to your donors.
- For questions regarding acknowledgements, tax receipts, tax deductions, please contact Advancement for more detailed accounting information.
- Expenses should be limited to 25% of the total raised by the fundraising event or program.
- You are responsible for payment of all event expenses. If the event expenses are greater than the total collected, the group holding the event is responsible for payment of these additional expenses.
- Please turn in the entire donation amount to Advancement within 30 days of your event.
- Malone has to report to the government any events that raise over $15,000.

Events that will not be approved:
Most events are typically approved. However there are rare cases, like those listed below, Malone University cannot support or participate in:
- Fundraising events or programs that require any financing from the university.
- Some fundraising events or programs that involve a professional fundraiser, telemarketer or door-to-door solicitation of any kind.
- Some fundraising events or programs that involve an agreement to raise funds on a commission, bonus or percentage basis.
- Fundraising events or programs that compete or conflict with an already established or scheduled event to benefit Malone University.
- Fundraising events or programs that fail to comply with any municipal, county, state and/or federal law.
- Fundraising events or programs that involve the promotion of a political party or candidate or the endorsement of political issues.
- Fundraising events or programs that are sponsored by a company or distributor of alcohol or tobacco products.

Advancement wants your event to be successful and to support you and your fundraising team.
Here is what we can provide to make your event a success:

- Approved use of Malone University’s logo, when appropriate. All items containing Malone University’s logo or name must be submitted for review prior to printing and distribution.
- A flyer template with the university’s logo (examples can be provided).
- If scheduling permits, university representation may be available for the event; however, all requests should be made well in advance of the event on the proposal form.
- Send thank you letters when we are provided with names and addresses. This is an acknowledgement only and cannot be used as a tax receipt.
- Provide customized online donation and team fundraising pages.
- Promotional support through Malone University’s event calendar
- Internal promotion through employee e-newsletter.
- Malone University can potentially supply flyers or brochures about a specific department or program for your fundraising event or program.

Services Malone University is unable to guarantee:
- Selling tickets
- Providing volunteers for your event or project
- Advancing monies or paying expenses
- Soliciting sponsorship
- Celebrity endorsement or appearances
- Permits, or certificates of insurance
- Providing mailing lists of alumni or supporters
- Promotion of the event through university-issued press release or university social media accounts
- Publicity (newspaper, radio, television, etc.)
- University photos (i.e. photos of students or staff)
- Creation of promotional materials (i.e. flyers)

The event organizer is responsible for reviewing and adhering to the Fundraising Special Event Policies for Malone University.

Please contact the Office of Advancement at Malone University at 330-471-8325 with questions.
The form below must be completed and submitted before an event can be held.

Fundraising Event Application for Malone University