Careful consideration should always be given to fundraising and its purpose. Fundraising should not occur without advocacy and raising awareness.
Students are encouraged to plan innovative and engaging fundraising that goes beyond casual wear days and bake sales and be mindful of the number of requests made to the school community as well as provide transparency for what funds are going towards.
Students need to seek approval from their relevant Service/CAS Coordinator and the Head of Secondary in order to hold whole-school/secondary fundraising appeal. Examples of these type of fundraising events that we have had in the past are Jie Jie day appeals, Box of Hope, UNICEF dress-up days, food drives. Events like Famine 24, Pedal Kart or 24-Hour Race, where individual students gather donations for their own participation, are not expected to go through this approval process.
If you wish to run a fundraiser, you will need to follow the following protocol:
Fundraising Protocols - Secondary School:
1. You must have an activity supervisor willing to advise and support you, and to help you monitor your financial accounts.
2. Fundraising Application Form must be submitted to the the following persons:
- Your supervisor to request his/her agreement to run a fundraising activity.
- The Head of Secondary (or Primary) for approval.
-
The College Business Manager for approval. The Business Manager 's officer will supervise all fundraising.
3. Money collected must be deposited on a daily basis with the 5th floor (HR and Finance officer), where it will be counted and secured.
4. All receipts must be kept and all money paid out must be accounted for.
5. In case of ticket-selling, a proper sales register has to be maintained showing the total number of tickets printed - number of tickets sold - number of tickets unsold. Please note that RCHK staff are entitled to one free ticket.
6. Money raised through fundraising should not be used to take taxis or order pizza or food for activity members..
7. Any students participating in bake sales or cooking related activities should have read the food safety protocol (please ask Business Manager for the slides).
8. An accounts EXCEL spreadsheet or equivalent must be used to track all money in and out in relation to your fundraising activity.
9. Final accounts should be signed-off by the Business Manager within ten days of the conclusion of your activity. All money should be collected in and all invoices should be paid.
10. When everything is in order, the Business Manager will arrange for the funds raised to be deposited into the charity's bank account. Do not give money directly to charity representatives.
11. You must inform the community through the bulletin and newsletter of the amount raised, and the name of the benefitting charity.
Booking Facilities:
To book any of the facilities in school, you need to ask your supervisor to book via http://booking.rchk.edu.hk/
You should check iCAL to see what else is on at that time and give consideration to whether your target audience will be available.
If you require any of the technical equipment in the PAC (e.g. microphone, projector) your supervisor will need to fill out a PAC Tech request form or email [email protected]