This policy outlines the guidelines and procedures for soliciting, collecting, and managing funds raised during individual team fundraisers within Stonewall Sports DC (the “Chapter”), a chapter of Stonewall Sports, Inc. (“SSI”). The purpose of this policy is to ensure transparency, accountability, and uniformity in the handling of donations while continuing to support the overall goals and mission of the Chapter. 

Team Fundraising Guidelines 

General

• Only teams officially registered with the Chapter are eligible to raise funds for philanthropy goals. 
• All team fundraising events need to be approved by the Board. 
• No member may accept electronic funds on behalf of a team directly for a fundraising event. 

Games of Chance

Fundraising events shall not include any games of chance when solely completed by an individual team to raise funds. Games of chance include but are not limited to raffles, 50/50, and bingo. Teams may co-opt a game of chance event that is normally hosted by a business; however, all funds must be collected by the business hosting the event and then donated to the Chapter. The business assumes all risk in abiding with the local gambling laws.

Ticketed Events

All ticketed events must be registered and set up via SSI’s Eventbrite. All information for the event must be sent to the Board who will set up and maintain the event. Ticketed events must be set up at minimum 21 days prior to the event. It is best practice to have event operations open 30 days prior. Teams are responsible to request reporting for event information. Reporting will be sent out via request. Requests may take up to 12 hours to process. Day-of reporting will be available. 

Donations

Donations may only be  accepted via SSI approved payment platforms. Those include but are not limited to Paypal and Square. No personal electronic payment accounts may be used.

The Board will support securing the required portals and/or hardware for each team.

Cash donations should be avoided when possible.  Teams must report cash totals within 24 hours of the conclusion of the event to the Treasurer. Teams must process cash donations through SSI-approved platforms. Cash donations must be received to SSI within 72 hours of the conclusion of the event. 

Fundraising Expenses 

Teams seeking to utilize their collected funds for payment of services used during events must submit invoices to the Treasurer. The Treasurer will review submitted invoices to ensure that correct documentation is reported. Once approved, the Treasurer will coordinate with the SSI Accountant for payment.

Distribution of Funds Raised

All funds raised each season, less any amounts the Chapter holds back for operating expenses, will be held in the Chapter bank account. At the conclusion of each season, will be donated to the respective nonprofit organization of the team’s choice that raised the funds. This will be done in one lump sum payment but will include a breakdown of what was raised by each team totaling the amount donated. 

Stonewall Sports Inc has profiles in the majority of employer match fundraising platforms – Benevity, Cybergrants, etc. If a team wants to submit an employer match, Stonewall Sports Inc. (with a note to designate it for Stonewall Sports DC) should be the recipient – not the organization that is the team’s charity.  All funds designated in the employer match will then be distributed to the team’s charity.  Teams should provide documentation of the match to the Treasurer.

Record Keeping 

Accurate records of team donations and expenditures will be maintained by the Treasurer and will be made available for inspection upon request.