Fundraising and sales policy
The Sales, Fundraising and Donation Solicitation policy ensures that fundraising, promotions, and the sale of goods and services by students, student organizations, athletic teams, departments, programs, faculty, staff, and other approved members or affiliates of the Moravian College community are aligned with the College’s mission and status as a tax-exempt nonprofit institution of higher education. No student or recognized student organization may propose, request or enter into a contract or agreement that obligates the College (including a recognized student organization funded by or operating in the name of the College) to take or permit any action, or commits any College funds without express, written permission of their advisor or supervisor. This includes fundraising in Moravian College’s name in partnership with any entity, without the express written approval of the College. Any such activity conducted on campus, or in the name of or to benefit Moravian College (including student organizations and College departments), regardless of whether for profit or not-for-profit, must be in compliance with this policy.
Fundraisers (including business solicitation, sales and raffles): Fundraising forms must be submitted online to the director of Civic Engagement at least one week prior to the event. Forms are available through emailing firstname.lastname@example.org. Raffles, sales or fundraisers may be used to raise monies for the club, sorority, fraternity, or organization itself, or proceeds may be donated to a legitimate tax-exempt charitable organization. If funds are to be used for the club, sorority, fraternity, or organization, the money must be deposited into the appropriate, registered Moravian College account. Raised funds may not be deposited into a student's personal account to be used at a later date.
Business Solicitation: Any recognized student organization, including fraternity and sorority chapters, may not solicit support from Bethlehem downtown businesses and/or the Downtown Bethlehem Association without approval through the Center for Career and Civic Engagement. This allows the College to avoid multiple overlapping or concurrent requests of the same entity, coordinate efforts, and ensure there is no conflict with existing College commitments/agreements.
Raffles: Any drawings must be conducted in a public setting and implemented within an atmosphere of fairness. Prizes must be confined to specific items or gift certificates. Cash prizes will be approved only in special circumstances. Prizes involving any form of alcoholic beverages are not permitted. Advisors, coaches, and sponsors are ineligible for any prizes associated with a raffle sponsored by their organization or team. Members of the organization and their families, however, are eligible for prizes.
Fundraising/sales/solicitation form: The fundraising/sales/solicitation form requires a representative from the sponsoring organization to detail the event, including, but not limited to, the name of the organization, an identified contact, date of event, location of event, reason for event, and intended goals. The form is a two-part procedure. The first part of the process requires initial notification of the event and needs to be approved PRIOR to the fundraiser, sale, solicitation or raffle. The second part of the process requires the representative to declare how much was raised/sold and how those funds will be donated or utilized. Representatives have 2 weeks to complete the follow-up request.
Outside Vendor Sale of Items: All outside vendors must be sponsored by a recognized club, organization or office to be on campus.
No individual sales or fundraisers are permitted on campus unless prior approval is granted by the Office of Housing & Event Management. Outside vendors are charged $25 a day to be on campus. It is suggested that the campus sponsor receive 20% of the gross sales.
Sales within residential areas must be approved in advance by the Office of Residence Life. Door-to-door sales are not permitted.
Sales in academic or administrative buildings must be restricted to individual contacts (e.g. email or word of mouth) and may not involve any form of sales table or other site.
Sales at special events are not limited to a single group. For an event for which multiple groups or purposes have been approved, items sold by the individual groups must be of a non-competing nature.