FUNDRAISING REQUEST FORM GUIDELINES

Welcome to the Holy Cross Prep Academy (HCPA) Fundraising Event Request page! Here, we outline the process for planning and hosting fundraising events within the HCPA community. Our guidelines ensure that every event aligns with our school's values, enhances our academic and faith-based programs, and supports our students’ overall experience.

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This page will walk you through everything you need to know about submitting a fundraising event request: who can hold events, event types and frequency, submission deadlines, responsibilities, scheduling procedures, fund management, and reporting requirements.

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All events must be approved by the Holy Cross Prep Academy Advancement Department.

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Please read these details below:

 

Eligible Groups
Faculty, staff, coaches, and parents representing booster clubs, school clubs, or organizations may initiate event requests. Student groups are welcome to apply, but a faculty or staff member must serve as the main point of contact.

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Event Categories
We classify events into two categories, each requiring approval from the Advancement Department:

• Tier One Event: Large-scale events requiring substantial coordination, such as renting spaces, ticket sales, vendor payments, or maintenance services. Examples include events held in the HCPA cafeteria, gym, auditorium, or athletic fields.

• Tier Two Event: Smaller events, typically off-site, such as car washes, restaurant fundraisers, and raffles.

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Event Frequency
Each group is eligible for one Tier One event and up to two Tier Two events during HCPA’s fiscal year (July 1st - June 30th). Sports booster clubs may schedule events from one month before the season starts until the final game (per the official HCPA Athletics Calendar. Other Groups may schedule events throughout the fiscal year.

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Additionally, Tier One Events cancelled because poor ticket sales will not be rescheduled. If weather or another reasonable occurrence causes cancellation, best possible solutions will be enabled to reschedule the event based on availability of dates official school calendars.

 

Event Request Deadlines

Tier One Events:

• July - December Events: Submit requests by July 7, 2025, with notifications sent by August 1, 2025.

• January - June Events: Submit requests by November 9, 2025, with notifications sent by December 1, 2025.

 

Tier Two Events:
Submit requests at least six weeks before the event date. Notifications will be sent four weeks before the event date.

 

The Advancement Department reviews all requests carefully and may ask for additional information before making a decision.

 

Fund Allocation and Reporting
Funds raised will be directed to HCPA as restricted or unrestricted funds based on the event’s focus. A final report is due 30 days after the event’s completion. Failure to submit this report may affect eligibility for future event requests.