Equine Fundraising Event Policy

Equine Fundraising Event Policy

Policy

Bluebonnet Equine Humane Society, Inc.’s members, volunteers, officers and Board members may put on fundraising events for the organization in accordance with the following procedure.

Procedure

For the purpose of the Fundraising Event Policy, a fundraiser is an event sponsored by BEHS with anticipated expenditures of more than $250.

Any officer, director, volunteer or member of Bluebonnet Equine Humane Society can organize a Fundraising Event in accordance with the following steps:

The person organizing the event must submit a written proposal to the Board of Directors at least four months before the proposed event.  This proposal shall include:

• • Type and description of event
  • Date of event
  • Goals for the event
  • Anticipated income
  • Anticipated expenses
  • Budget
  • List of who will be involved in the event and their experience
  • List of what resources are needed for the event

The Board of Directors will discuss the event at the next monthly meeting.  They may ask questions of the person who submitted the proposal or vote to approve the proposal.  The Board of Directors will also vote to either modify or approve the proposed budget, and the Board of Directors will need to review any contracts before authorizing an officer or agent of BEHS to sign the contracts in accordance with the bylaws.  A simple majority vote is needed to approve the proposal, the budget and any contracts.

After receiving approval for the event, the person organizing the event will be responsible for sending monthly reports to the Board of Directors up until one month prior to the event.  At that time, the person organizing the event will be responsible for sending weekly reports to the Board of Directors.  These reports should include:

• • Description of how the event is progressing including what has been accomplished and what is still left to be accomplished.
  • Budget report including all monies coming in, all monies paid out and any monies due to be paid.
  • Provide a list of all volunteers who are assisting with the event.

Within two weeks after the event is over, the person organizing the event will provide a complete report to the Board of Directors.  This report will include:

• • A list of all volunteers involved in the event and their role.
  • Complete accounting including all expenses and income.
  • Any outstanding reimbursements or bills.
  • Description of the event: its outcome, goals met, goals not met.
  • Suggestion of improvements for future events.