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Fundraising » Fundraiser Event Requests

Fundraiser Event Requests

Steps for Submitting Internal Fundraiser Event Requests

  1. Authorization of Fundraising Events: Before launching any fundraising campaign, teachers will present a comprehensive overview of their proposed efforts to the Principal to receive the requisite Principal's signature authorizing the internal fundraising event. Approval will be contingent upon evaluating the presented materials and aligning them with school objectives.
  2. Presentation of Fundraising Initiatives: After Principal approval as a courtesy, the Local School Council (LSC) will be informed of the Fundraising Initiative(s) by the teacher organizing the Fundraising Initiative(s). If scheduling permits, the teacher organizing the Fundraising Initiative(s) will present to the LSC during a regularly scheduled LSC Meeting Calendar. If scheduling does not permit presenting to the LSC during a regularly scheduled LSC Meeting date, the teacher organizing the Fundraising Initiative(s) will communicate via email to the LSC of the approved Fundraising Initiative(s). The comprehensive overview of the Fundraising Initiative(s) supplied to the LSC will allow the LSC to understand the objectives, intended use of funds, and overall structure of the fundraising initiative.
  3. Submission of Fundraising Results: After the completion of the fundraising event, teachers will be mandated to present a detailed report of the fundraising results to the LSC. This report should encompass the total funds raised, an itemized breakdown of expenditures and allocation of resources, as well as any pertinent feedback or insights gained during the initiative. The Fundraising Initiative(s) presentation will be made to the LSC during the first regularly scheduled LSC meeting after the fundraiser.

 

Steps for Submitting External Fundraiser Event Requests

All Fundraisers/ Fundraiser events must be approved by the LSC prior to the fundraiser being conducted. Below are recommended steps parents, staff, or any organization wishing to host a fundraiser at IAMS should follow in order to ensure fundraiser requests have a prompt and successful clearance.

  1. Choose an event to host or item(s) to fundraise.  Make sure the choice is one that is creative, will attract interest from the school community, can realistically raise the amount of funds desired, and most importantly has a cultural connection with the school's vision. The fundraiser can not include the sell of homemade food and beauty products (ex. soaps, lotions, bath bombs, shampoos, etc.). Other fundraising products or vendor items must also not contain peanuts or be primarily based on candy sales.  IAMS' motto is to promote healthy eating and lifestyle practices, so fundraising events should adhere and promote this mission statement.
  2. PLAN, PLAN, PLAN ahead. Determine the date in which the event is to be held or timeframe fundraising monies will be collected. Generally, planning committees should be formed at minimal 2-3 months in advance or more depending on size of the event.  This allows the fundraising approval form to be submitted well ahead of the event, and if not initially approved, necessary changes can be made with sufficient time for event plans to continue with minimal delay.
  3. Complete Fundraising Accounting Proposal form. Information requested in the form are as follows:
    • School Name
    • Name purpose of funds. This should be clear and concise. (Where will the funds raised be applied or what organization will monies be given?)
    • Dates of the event. If the event will be during intermittent semesters please note this on form.
    • Name the group sponsor hosting fundraiser; if a parent organization is hosting please provide IAMS staff member or teacher who is supporting the organization and logistics of the event. If there will be an outside organization involved, list them and whether they are a 5013c business.
    • If you have organized a previous event, please list that event, profits raised and where those funds were distributed.  If this is organization's first time doing a fundraiser note as N/A (Not Applicable)
    • List in detail the items that will be sold to prevent confusion or delay of request form.  Please note no homemade food/beauty products nor singular candy sales will be approved. Fundraising items/ events should strive to promote and provide a strong aspect of Latin culture enrichment and community, aligned with the IAMS mission statement for its' students.
    • Determine the selling price per item being sold, anticipated cost for the event and the expected revenue from items sold.  Note: the Chief Instruction Officer of Network 4 has to approve all sales.
    • List the method of payors that will be utilized in collecting sales. (i.e.- student collection of order forms/monies, parent volunteers, teacher/ staff volunteers, online website payments)
    • List the method in which payees will receive items/ how items will be distributed (i.e.- directly mailing of goods to payee from outside organization, teacher/ parent volunteers, student volunteers, outside volunteers.
    • List the percentage of profit (revenue- expenses) that will be given to school after financial expenses are met. In most cases, the school should receive 100% of the profit.  Exceptions may include school pictures and PTA/PTO fundraising.
    • All fund collections and expenses will be processed by the school, not the outside organization (except in cases where online sales method utilized). Net profits will not be distributed to outside organizations until the Final Fundraising Report is completed. Net losses will be shared with the outside organization making a payment for their percentage of the net loss.
  4. Meet with the principal prior to submitting a fundraising request form to LSC. This allows for all questions, concerns, and preliminary fundraising clearance to be provided. Also this allows for all logistics to be organized and to prevent event delay in addition to the wasting of resources and time. Once reviewed, the form can be submitted to the principal for LSC approval.
  5. Principal will take the completed form to the LSC for final approval. Note: The LSC meets once a month so make sure prior to submitting the form that all necessary/ requested information has been provided to prevent rejection or delay in approval.