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Fundraising

Fundraising Guidelines

Why do we fundraise?
How do we fundraise?
Some Fundraising Ideas
Step 1: Refer to International P.E.O. Policies
Step 2: Obtain Tentative Approval from the Provincial Board
Step 3: Fundraisers WITH an Element of Chance
Step 4: Fundraisers WITHOUT an Element of Chance
Step 5: Receive Formal Approval from the Provincial Board

These guidelines provide chapters with clear steps to follow when planning a fundraiser, to ensure the fundraiser will:

  • Be consistent with P.E.O. principles
  • Protect our members from legal liability
  • Comply with all applicable laws and regulations
 

Why do we fundraise?

Through fundraising, we are better able to financially support our P.E.O. projects.

 

How do we fundraise?

A fundraiser can be done within your chapter, through the provincial chapter, through international chapters, or to the general public.

 

Some Fundraising Ideas

Examples of successful fundraisers from local chapters.

Within your Chapter

  • Have a piggy bank on hand, and whoever doesn’t have her pin adds a loonie (or toonie)
  • Everyone brings some “gently used” items for a silent auction or a sale

Provincial Chapter

  • Raffles
  • Bothwell Cheese sales

International Chapter

  • Bed and Breakfasts
  • Sales through the P.E.O. Record

General Public

  • Raffles
  • Garage sale

If you have any suggestions, send them to us at contact@www.peo-mb-nwo.org and we will add them to the list.

FOLLOW THESE STEPS TO ENSURE YOUR FUNDRAISER IS IN KEEPING WITH P.E.O. PRACTICES

 

Step 1: Refer to International P.E.O. Policies

This is the best place to start!
See if your fundraising idea follows these two important requirements of the P.E.O. Fundraising Policy, taken from the Instructions to Officers of State, Provincial, and District Chapters of the P.E.O. Sisterhood Manual. Each chapter president has a copy:

  1. The chapter bears full responsibility to research and follow all applicable local and state (provincial) gambling and tax laws . . . and provide proof to the state (provincial) chapter prior to the date of the event.
    -Article B section 1 – Local Chapters – Provide Documentation to State (Provincial Chapter)
  2. In any fund-raising event sponsored by a chapter or by a member, it is imperative that the following statement be provided on all event advertisements for communications and distributed to all donors:

    P.E.O. chapters support the educational and charitable funds of the P.E.O sisterhood, but are not classified as charitable by Revenue Canada. Therefore, donations to individual chapters do not meet the tax requirements for a charitable income tax deduction. P.E.O. shall not be liable in any way for any goods and services supplied by third-party vendors or public establishments.

    Further, individual members must be made aware that they are potentially liable for any accident occurring on property owned by them or in any automobile or other motorized vehicle used or provided by them for any activity associated with P.E.O.
    -Article F – Required Notice

P.E.O. Fundraising Policies Links

Click the following links to download a PDF:

If your idea fits the criteria of the policies in Step 1, move on to Step 2.

 Step 2: Obtain Tentative Approval from the Provincial Board
  1. Send a written request to the president of the provincial board. This will help avoid potential conflicts with other P.E.O.-related activities. Include the following:
    1. Date, time, location and chapter contact for the fundraiser
    2. Description of the fundraiser
  2. Tentative approval from the provincial board should be obtained BEFORE applying for the appropriate permits and/or licences

Note: Formal approval of the fundraiser will be provided once the Provincial board receives confirmation that the appropriate permit or licence has been received.
When you have received tentative approval from the board in Step 2, move on to Step 3.

Step 3: Fundraisers WITH an Element of Chance

Does your fundraiser have an element of chance (e.g., raffle)? If it does, a provincial and possibly a municipal licence is required.
If your fundraiser DOES NOT have an element of chance, proceed to Step 4.

Remember the P.E.O. Fundraising Policy [Article B section 1 – Local Chapters] states:

The chapter bears full responsibility to research and follow all applicable local and state (provincial) gambling and tax laws and provide proof to the state (provincial) chapter prior to the date of the event.

Provincial Permits

Important: As per the Liquor and Gaming Authority of Manitoba, all raffles require a licence; conducting a raffle without a licence is a Criminal Code offence.

Check the links below from the Liquor and Gaming Authority of Manitoba website to determine what permit(s) you may need for your fundraiser.

Municipal Permits

Each municipality will have its own rules regarding fundraisers with an element of chance.

Winnipeg
City of Winnipeg – Civic Charities Permit now issued through the Manitoba Consumers Bureau
City of Winnipeg – Raffles Licence now issued through the Liquor and Gaming Authority of Manitoba

Brandon
City of Brandon website
City of Brandon (PDF)
City of Brandon Licensing 

Selkirk
City of Selkirk website
City of Selkirk (PDF)
Lottery applications terms and conditions (PDF)

When you have applied for and received the required permits for fundraisers with an element of chance, proceed to Step 4.

Step 4: Fundraisers WITHOUT an Element of Chance

If your fundraiser does not have an element of chance (e.g., garage sale, bake sale), determine what local permits or licences apply to your fundraiser.

Check the links below to determine what permits you may need for your fundraiser.

All Manitoba
Manitoba Charities Endorsement Act
City of Winnipeg – Civic Charities Permit

Brandon
City of Brandon

Selkirk
City of Selkirk

When you have applied for and received the required permits for fundraisers without an element of chance, proceed to Step 5.

Step 5: Receive Formal Approval from the Provincial Board

Formal Approval

  • Formal approval of the fundraiser will be provided once the Provincial Board receives confirmation that the appropriate permit or licence has been received.
  • Authorization cannot be provided without this information.
  • Be sure to leave ample time for processing!

Your fundraiser is now approved. Best of luck!

PART II POLICIES PERTAINING TO LOCAL CHAPTERS [ Instructions to Officers of S/D/P Chapters of the P.E.O. Sisterhood 2010] Page 1 IV. P.E.O. FUNDRAISING POLICY (RAFFLES, SILENT AUCTIONS, ETC.) I. RAFFLES, SILENT AUCTIONS AND OTHER FUNDRAISERS INVOLVING AN ELEMENT OF CHANCE A. PRIZES 1. Services (MUST be individually valued at $500 or less) a. Performed by a commercial business: Services offered to a chapter as part of a fundraiser are permissible so long as the donor is a legitimate, commercial business offering the same services to the chapter that are performed in their normal course of business. A gift certificate or other documentation spelling out the exact nature and/or retail price of the services should be provided to the recipient. The business donating services must be informed that the chapter is NOT a qualified charitable organization, but merely non-profit, meaning no tax deduction is available to the donor. b. Performed by a member for another individual: Fundraising events are NOT to include sales of services by a member for another individual unless offered through a commercial business owned by the member as defined in Section (1) above. 2. Goods (MUST be individually valued at $500 or less) The individual or commercial business donating goods must be informed that the chapter is NOT a qualified charitable organization, but merely non-profit, meaning no tax deduction is available to the donor. Instructions to Officers of State, Provincial and District Chapters of the P.E.O. Sisterhood B. PERMITS 1. Local Chapters – Provide documentation to state chapter The chapter bears responsibility to research and follow all applicable local and state gambling and tax laws and provide proof of such to the state chapter prior to the date of the event. PART II POLICIES PERTAINING TO LOCAL CHAPTERS [Instructions to Officers of S/D/P Chapters of the P.E.O. Sisterhood 2010] Page 2 2. State Chapters – Maintain documentation in state chapter records State chapters holding these events must also comply with all applicable local and state gambling and tax laws to be able to provide proof of such to the auditor or auditing committee. II. DIRECT SALE OF GOODS AND OTHER FUNDRAISING EVENTS NOT INVOLVING AN ELEMENT OF CHANCE A. No limit on value of items. B. All sales are to be conducted using volunteer labour. C. All items for resale must be purchased outright – no chapter sales on commission. D. Before any sale of goods, determine possible sales tax liability by contacting the state department of revenue. III. SCRIP PROGRAMS A. Participation Requirements Determined by Sponsoring Company May be asked to provide proof of IRS status – 501(c) (3), meaning charitable, or 501(c)(4), meaning non-profit. Local and state chapters are all 501(c)(4). Other requirements for participation may determine chapter’s ability to enroll. B. Requires Approval from the P.E.O. Executive Office Due to the complexity and variety of these programs, please contact the P.E.O. Executive Office to request approval for participation. IV. USE OF TIME SHARES AND PRIVATE PROPERTY Individuals may offer time shares, vacation homes and other property for use in chapter fund raising. The property owner accepts all liability. P.E.O. bears no responsibility for property damage or bodily injury to users. Owner’s insurance policy provides primary coverage. PART II POLICIES PERTAINING TO LOCAL CHAPTERS [ Instructions to Officers of S/D/P Chapters of the P.E.O. Sisterhood 2010] Page 3 V. CASINO/BINGO EVENTS A. All events must be conducted using a professional party company properly licence to operate casino nights, bingo events, poker games, etc. B. Only non-cash prizes can be offered at individual values under $500. C. The chapter bears responsibility to research and follow all applicable local and state (provincial) gambling and tax laws and provide proof of such to the state (provincial) chapter prior to the date of the event. F. REQUIRED NOTICE In any fund-raising event sponsored by a chapter or by a member, it is imperative that the following statement be provided on all event advertisements for communications and distributed to all donors: “P.E.O. chapters support the educational and charitable funds of the P.E.PO> sisterhood, but are not classified as charitable by Revenue Canada. Therefore, donations to individual chapters don not meet the tax requirements for a charitable income tax execution. P.E.O. shall not be liable in any way for any goods and services supplied by third-party vendors or public establishments”. Further, individual members must be made aware that they are potentially liable for any accident occurring on property owned by them or in any automobile or other motorized vehicle used or provided by them for any activity associated with P.E.O.

PART II POLICIES PERTAINING TO LOCAL CHAPTERS [adapted from the Instructions to Officers of S/P/D Chapters of the P.E.O. Sisterhood 2010] Page 1 VI. INTERNATIONAL AND S/P/D CONVENTIONS SALE OF ITEMS AT S/P/D CONVENTION Sales by hostess chapters shall be limited to items sold to help defray convention costs. Only convention-related items such as centerpieces, decorations or other items with the convention logo, the letters P.E.O., stars or daisies may be sold. Sales other than those limited to hostess chapters could jeopardize the tax-exempt status of the P.E.O. Sisterhood. Laws relating to retail sales vary between provinces and communities and they are to be observed. A S/P/D chapter may sell P.E.O.-related items such as S/P/D history, S/P/D chapter directory or commemorative item(s) for a significant anniversary of the S/P/D Chapter. With the approval of the S/P/D Executive Board, local chapters may advertise their fundraising items with descriptive sheets: • placed in convention kits; • included with the convention mailing; • sent with the S/P/D newsletter; • and/or placed on the S/P/D website. Samples of fundraising items may be displayed with order forms available; however, no sales are permitted at convention. Pre-ordered and prepaid items may be delivered at convention. The hostess chapter for S/P/D Convention of International Chapter may sell International Convention commemorative items at S/P/D Convention the year of and the year after that Convention of International Chapter. Raffles and auctions at S/P/D and district conventions are not permitted due to liability concerns. Many provinces have restrictions with any “gambling” activity, particularly those that are held where alcohol is available (as in hotels). There are other legal restrictions about raffles being held in educational institutions (college campuses). These restrictions regarding raffles have been adopted to avoid the potential liability for S/P/D chapters. Raffles and auctions at S/P/D conventions may be permitted only with the approval of the S/P/D board and with the assurance that all local regulations are followed and any necessary permits are obtained. Though Canadian regulations allow more flexibility for these events at conventions, it is the responsibility of the S/P/D board to review and approve such fundraisers.

PART II POLICIES PERTAINING TO LOCAL CHAPTERS [Instructions to Officers of S/P/D District Chapters of the P.E.O. Sisterhood 2010] Page 1 E. INTERNET FUNDRAISING POLICY P.E.O. chapters are allowed to sell items using a website, providing the following requirements are satisfied: • No sales of services are permitted, only goods may be sold. • No sales on commission are allowed. The chapter must purchase the items outright and bear the risk of profit or loss. • All sales must be conducted using volunteer labour – no one can be compensated for participating in the fundraiser. 1. Types of Websites for Online Sales Chapters can sell their items using a local chapter website, S/P/D chapter website (with permission of the executive board of the S/P/D chapter) or commercial website, such as eBay. 2. Items for Sale Chapters do not have to limit sales to P.E.O.-related items, such as star towels, marguerite notepads, etc., or market only to P.E.O. members. 3. Sales Tax If the buyer is also located in your province, you may need to collect and remit S/P/D sales tax. The chapter is responsible for investigating this issue. Check your S/P/D and/or federal department of revenue website or call their office for clarification. 4. Notifying Other Chapters of Items for Sale The rules of circularization still apply as described in Standing Rule 2 of the Constitution, Bylaws and Standing Rules of the P.E.O. Sisterhood. 5. Advertisements in The P.E.O. Record Chapters may advertise items for sale in the classified section of The P.E.O. Record and/or the P.E.O. website. Thumbnail pictures of the sale item(s) may be included on the website posting in accordance with the established fee structure. 6. Dollar Limit for Individual Items There is no dollar limit for the sale of individual items.

PART II POLICIES PERTAINING TO LOCAL CHAPTERS [Instructions to Officers of S/P/D Chapters of the P.E.O. Sisterhood 2010] Page 1 VIII. RECIPROCITY POLICIES A. FUNDRAISING FOR P.E.O. RECIPROCITIES AND GROUPS Because P.E.O. reciprocities and groups are not chartered entities and do not qualify as tax exempt under Canada Revenue, all fundraising proceeds must be forwarded to one or more of the following: • International Chapter projects; • P.E.O. Foundation; • Charitable S/P/D projects.

PART II POLICIES PERTAINING TO LOCAL CHAPTERS [Instructions to Officers of S/P/D Chapters of the P.E.O. Sisterhood 2010] Page 1 D. SPONSORSHIP OF LOCAL & S/P/D CHAPTER EVENTS & CONVENTION HOSTESS CHAPTERS Local and S/P/D chapters may solicit sponsors to underwrite fundraising activities and events and programs related to convention. Sponsorship may be made in the form of, but not limited to, cash contributions, prizes, advertising, invitations, gift certificates, meals, supplies or other related items. Selection of sponsors should be in keeping with the image of P.E.O. and should be tasteful and appropriate. Sponsors may receive recognition in programs, kits and news releases at the event or at convention. Sponsor recognition shall be limited to company name and/or logo. No endorsement or advertising of company services or products is allowed. Sponsors should be notified that while donations may be used to support the philanthropic projects of the P.E.O. Sisterhood, local and S/P/D chapters are not allowed to issue tax receipts. In other words, donations from sponsors do not qualify for a charitable deduction.

PART II POLICIES PERTAINING TO LOCAL CHAPTERS [Instructions to Officers of S/P/D Chapters of the P.E.O. Sisterhood 2010] Page 1 T. P.E.O. ALCOHOL POLICY If an event is held in an establishment that is in the business of selling liquor, it is the responsibility of the establishment to maintain liquor liability insurance and a valid liquor license. It is also their decision to determine who to serve, and more importantly, who not to serve. If an event is held in the member’s home, liability will be the responsibility of the homeowner. The homeowner’s insurance coverage should be verified prior to the event and will be considered primary in the event of a claim. If a chapter, reciprocity or other group of chapters sponsors an event in a public venue involving the consumption and/or sale of alcohol; it will be their responsibility to investigate the applicable local and S/P/D laws pertaining to a liquor license requirement. Under no circumstances may a P.E.O. chapter, reciprocity (or other group of chapters) or a member acting on behalf of P.E.O. obtain a liquor licence.