FUNDRAISING REQUEST FORM GUIDELINES

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

All school-related fundraising events are required to be submitted for approval through our Advancement Office. A template will be provided for event details, including purpose, expected attendance, and additional information.

All events are required to comply with federal and state regulations regarding non-profit donation reporting (IRS Compliance), Gambling & Alcohol Licensing (State & Local Laws Apply), and Insurance Coverage.

Eligible Groups:
Faculty, staff, head coaches, parents, and students who represent school clubs, athletic teams, or organizations may submit fundraising event requests.

Faculty - Teachers who moderate a student-club and wish to partner with a public charity or organization are encouraged to work with the local chapter of the charity/organization. The local chapter's name and mission is required to be submitted to, and approved by, the Dean of Students prior to submitting the request to the advancement office. The entire fundraising submission should be reviewed and approved by the Dean of Students prior to the teacher submitting their proposal.

Staff - Staff members are required to submit their request to their direct supervisor prior to the initiative/event being submitted to the advancement office.

Coaches - The Head Coach of each athletic team is required to make their submission to the Athletic Director prior to making the submission to the advancement office. While parents, students, and volunteers may assist the Head Coach in organizing a fundraiser, requests from the Head Coach will be the only requests reviewed.

Parents and Students - Parental and student-groups are required to submit their proposal to a faculty/staff member or coach. The initiative is required to be reviewed and approved by a faculty/staff member or coach prior to the submission to the advancement office. Please note, requests from the faculty/staff member or Head Coach will be the only requests reviewed. Parents and students should not make the submission, and the faculty/staff member or head coach will serve as the main point of contact.

Event Categories & Request Deadline:
We classify events into two categories, each requiring approval from the Advancement Office:

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 our school cafeteria, gym, auditorium, or athletic fields. If a Tier I event is approved, the point of contact will be required to submit a budget worksheet.

September - December 2025 Events - requests due by August 15th, 2025.
January - May 2026 Events - requests due by December 15th, 2025.
June - August 2026 Events - requests due by May 15th, 2026.

Tier Two Event: Smaller events, typically off-site, such as car washes, restaurant fundraisers, and raffles.
- Submit requests at least six weeks before the event date. Notifications will be sent four weeks before the event date.

Event Frequency:
Each group is eligible for one Tier One Event and up to two Tier Two Events during our school's fiscal year (July 1st - June 30th). The Lancer Athletic Club (LAC) may schedule events from one month before a specific sport's season starts until the final game (per the official Holy Cross Prep Athletics Calendar). Other Groups may schedule events throughout the fiscal year.

Additionally, Tier One Events cancelled because of 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 on the official school calendars.

Fund Allocation and Reporting:
Funds raised will be directed to Holy Cross Prep Academy 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.

EVENT REQUEST FORM