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 event aligns with our school's values, enhances our academic and faith-based programs, and supports our students’ overall experience.

 

All school-related fundraising events must 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, coaches, and parents representing 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 & 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.​​

  • July - December 2025 Events - requests due by May 16th, 2025, with approval sent by June 6th, 2025.​

  • January - June 2026 Events - requests due by November 9th, 2025, with approval sent by December 1st, 2025.

• 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.​

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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). Sports booster clubs may schedule events from one month before the season starts until the final game (per the official Holy Cross Prep Athletics Calendar). Other Groups may schedule events throughout the fiscal year.

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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.

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If a TIER ONE EVENT is approved, the point of contact will be sent a BUDGET WORKSHEET that must be completed, by a stated deadline. The Advancement Office reviews all requests carefully and may ask for additional information before making a decision.