Fundraising


Fundraising Agreement

 

The following agreement outlines the requirements for use of Student Charge, Credit Card (visa, master card and discover) and/or Bookstore Gift Card transactions through participation in the Gettysburg College Bookstore Fundraising Program.

 

            Partnership Opportunities

  1. Gettysburg College Bookstore offers Fundraising Organizations two partnership opportunities Organizational CUB Sales (OCS) and Bookstore Inside Sales (BIS):
    1. Organizational CUB Sales (OCS)

                                                              i.      Must be a Gettysburg College recognized Organization in good standing.

                                                            ii.      Organization partners with Bookstore to develop item(s) for sale.

                                                          iii.      Bookstore procures and sells items to Organizational partner at a reduced price for resale fundraising in CUB venue.

1.      Items not directly available through Bookstore (i.e. certain food stuffs, tickets, musical performances, entry fees, etc.) will be exempt from bookstore procurement.

2.      Items exempt from Bookstore procurement are also exempt from Bookstore commission fee (see commission).

                                                          iv.      Organization retains ownership of procured items during fundraising event.

                                                            v.      Organization is responsible for supplying staff to sell item(s) in designated CUB venue.

                                                          vi.      Organization utilizes approved CUB venue for fundraising on pre-approved designated dates from 11:00am – 1:00pm (Monday through Friday).

                                                        vii.      Bookstore provides organization with Event Sales Slip(s) to record fundraiser sales through Bookstore’s POS register system.

                                                      viii.      Bookstore records, maintains, reconciles and reports fundraiser sales processed through Bookstore POS register system.

                                                          ix.      Bookstore distributes funds raised to Organization.

1.      If organization has incurred pre-fundraising expenses through the Bookstore, expenses will be deducted from funds raised PRIOR to distribution of funds.

2.      Funds are distributed via GL Transfer or Check request, depending on fundraising parameters (see fund distribution)

 

    1. Bookstore Inside Sales (BIS)

                                                              i.      Must be a Gettysburg College recognized Organization in good standing.

                                                            ii.      Organization partners with Bookstore to develop item(s) for sale.

                                                          iii.      Bookstore procures and sells items to Organizational partner at a reduced rate for resale fundraising inside bookstore.

1.      Items not directly available through Bookstore vendors (i.e. certain food stuffs, tickets, musical performances, entry fees, etc.) will be exempt from Bookstore procurement and Inside Sales option.

                                                          iv.      Organization retains ownership of procured items during fundraising event.

                                                            v.      Bookstore provides designated selling space inside Bookstore to sell procured fundraising items during designated date range.

1.      Bookstore offers item(s) for sale 8:00am – 5:00pm (Monday through Friday) and at least 11:00am – 4:00pm (Saturday).

                                                          vi.      Bookstore agrees to advertise item(s) on Bookstore’s external video monitor during the course of the fundraising selling period.

                                                        vii.      Bookstore records, maintains, reconciles and reports fundraiser sales processed through Bookstore POS register system.

                                                      viii.      Bookstore distributes funds raised to Organization.

1.      If Organization has incurred any pre-fundraising expenses through Bookstore, expenses will be deducted from funds raised PRIOR to distribution of funds.

2.      Bookstore deducts 10% commission from funds raised for Bookstore maintained inside sales.  

3.      Funds are distributed via GL Transfer or Check request, depending on fundraising parameters (see fund distribution)

 

Fundraising Categories

  1. Gettysburg College Bookstore supports partnership of the following Fundraising categories:
    1. Sale of food item (i.e. pretzel gram, bake sale)
    2. Sale of clothing or item (i.e. t-shirt, sunglasses, blanket)
    3. Sale of ticket or event entry (i.e. NYC Bus trip, Oceanfest)
    4. Sale of a combo (i.e. event entry & t-shirt)
    5. Sale of participant fee (i.e. Chili Cook-off contestant, Cupcake Wars)
    6. Sale of service event (i.e. singing telegram)

 

Food & Performance Events

  1. The Gettysburg College Bookstore provides Organizations fundraising opportunities through the sale of food and limited performance events:
    1. Food and/or Limited Performance event

                                                              i.      Sale of homemade food stuff, performance ticket or music-gram

                                                            ii.      All funds collected go to Organization’s charity (see fund distribution)

                                                          iii.      Items sold in approved CUB venue during pre-approved designated dates from 11:00am – 1:00pm (Monday through Friday)

Donations

  1. Collection of monetary donations is not permitted during fundraising events.
    1. A tangible item must be sold (i.e. ticket, t-shirt, etc.)

 

Organization Designation

  1. Gettysburg College Bookstore supports partnership of the following Organization designations:
    1. Gettysburg College Organization

                                                              i.      Recognized organization in good standings

                                                            ii.      Monies collected remain on campus

    1. Charitable Organization/501(c)3

                                                              i.      Nationally or locally recognized Organization in good standings

                                                            ii.      Monies collected leave campus

 

Fundraising Product Solutions

  1. Gettysburg College Bookstore provides Organizations with solutions for fundraising items
    1. Product Quote – high quality, comparable product

                                                              i.      Upon completion of Product Quote form, organization will receive written quote within two (2) business days

    1. Price Match – meet or beat competitor’s price quote
    2. Free Shipping – no freight cost
    3. Extended selling period

                                                              i.      up to five (5) days (dependent on availability)

                                                            ii.      up to two (2) events per semester (dependent on availability)

    1. Storage of surplus fundraising product during length of sale

                                                              i.      Dependent on space availability

                                                            ii.      Must be authorized in advance

 

Outside Vendor Partnerships

  1. Fundraising Organizations that partner with outside vendors (i.e. t-shirt printers, promotional companies, etc.) will be responsible for collecting fundraising monies on their own.  
    1. Bookstore processing is not available (i.e. no Bookstore Student Charge, credit cards, etc.)

 

Bookstore Terms

  1. Gettysburg College Bookstore requires the following terms for fundraising:
    1. Access to the Bookstore main entrance may not be blocked or encumbered.
    2. The Bookstore is not responsible for items damaged, lost or stolen during fundraising event. 
    3. Defective or damaged product sold during a fundraising event is the responsibility of the Fundraising Organization. Organization is expected to provide customer with a replacement or full refund for item in question.
    4. The Bookstore reserves the right to cancel any and all Fundraising Organization agreements up to and including event date without prior notice, for any reason.

 

Event Purchase Processing

  1. All purchases (cash, check, credit card and student charge) are to be processed through the Gettysburg College Bookstore POS register system to ensure sales are properly recorded and commissions are properly received.  NO EXCEPTIONS.
    1. Bookstore will provide Fundraising Organization with Event Sales Slips. 
    2. Organization will record the total dollar amount of the item(s) to be purchased on the appropriate Event Sales Slip.
    3. Organization may not alter to otherwise change the Event Sales Slip.
    4. Organization will send customer into the Bookstore to purchase merchandise with Event Sales Slip(s).
    5. Bookstore will process Event Sales Slip(s) and provide customer with a POS Sales Receipt (reflecting amount of the purchase as well as vendor information).
    6. Customer returns to Organization with POS Sales Receipt to complete purchase.
    7. Organization reviews and verifies POS Sales Receipt for accuracy before providing customer with merchandise. 
    8. Customer retains POS Sales Receipt along with merchandise
    9. Errors must be immediately reported to Bookstore staff.

 

Fund Distribution

  1. At the conclusion of the predetermined sales event, the Bookstore will process a sales report. 
    1. If applicable, a commission fee will be deducted from the Organization’s total gross sales (see Bookstore Inside Sales)
    2. A check request will submitted to the Office of Financial Services for the balance of the sales.
    3. Check requests average two–to-three weeks for processing.  Please plan accordingly.

 

Questions

  1. Questions regarding the Gettysburg College Bookstore Fundraising Agreement, please contact Tammy Strawsburg, GM Coordinator at tstrawsb@gettysburg.edu or 717-337-6239.



Download Fundraiser Forms - HERE