Event Clearance and Guidelines

To review the following interrelated university policies in a logical order, begin with the Charitable Giving Policy. It provides a framework for how fundraising at McMaster will be carried out and how the funds obtained from fundraising will be managed. This policy is the basis from which the other policies derive their authority. The other policies provide additional details of the process to undertake when engaging in fundraising at the university.

Together these policies offer guidance and support for our advancement endeavors:

  • compliance with all government and university rules and regulations
  • respect for prospective and committed donors by avoiding multiple, competing solicitations
  • collegiality between fundraisers in an atmosphere of fair distribution of the prospect pool
  • centralized, effective, efficient gift processing and funds transfers

To ensure that all fundraising is carried out in a manner that is respectful of our supporters, the Clearance Policy directs all employees to participate in an organized clearance process. This method of distributing prospective donors ensures that all solicitations are coordinated and limited so that some donors do not receive multiple requests in a short time frame. To initiate the process, there is a form to be completed.

The Clearance Policy provides a link to the Support of Fundraising Activities Policy that addresses university departments donating to other charities and/or attendance at their fundraising events. Additionally, it notes the documentation required when holding a fundraising event that will not include a charitable tax receipt, but does aim to deposit proceeds profit into a trust fund. So refer to this policy if any of these situations apply.

Once you have received clearance to begin your fundraising project, the committee will send you a confirmation email with the Cash Control Guideline for Charitable Donations attached. This document explains how to prepare pledge cards should you need them, how to process cheques and cash you receive, and other special ticket processing tips that will keep you in compliance with our Financial Affairs Office and our Internal Auditors.

Holding an event that builds into the ticket price a donation portion is often seen as a fun way to achieve you fundraising goal. The Things to know about Events Guideline provides examples of how the technique of split-receipting enables you to offer participants a charitable tax receipt for the donation portion of the ticket. Also, included are other methods of financial support for your event.

The links in the column to the right provide information and forms to guide you through the process.