Paperwork

From RoboWiki

This event cannot happen unless an Activity/Fundraiser request is turned to ASB (or Student Council). This tells them when and where the event will take place. The date and place should've already been decided within the class. A Requisition cash box form must be attached to it if you are collecting money. You will need to turn in one of each every time you want to fundraise.

A Fundraiser Revenue/Expenses form is required to know the projected profit before the fundraiser, and the actual profit when the fundraiser is over. This will help to adjust your prices and estimate the what the highest amount of money you will make.

If you are going to spend money and want to get paid back, both a blue pre-requisition and a green requisition form also need to be completed and turned in. The blue form tells ASB the maximum amount you will spend for food, prizes, etc. This would be a reimbursement, unless you order something online. Then this would be a pre-approval check. This should also help fill out the front side of the Fundraiser Revenue/Expenses form.

The green form is turned in after you spend the money, and all receipts or invoices must be attached. It is reccomended that you turn in the green sheet after the blue sheet is passed by ASB. This corresponds with the back side of the Fundraiser Revenue/Expenses form.

Finally, and most importantly, a Facilities Request must be turned into the principal. This tells the location of the event, as well as when you will need it. Find the right day, usually a Friday, where no other events occur, and make sure no one else is using that exact location that day. All this paperwork must be signed by the adult supervisor of the event, which should be a staff member.

While collecting entry fees, make sure you tally the amount of discounted/non-discounted entry fees collected. An example is shown in Video Game Tournament Sign-ups. When you finish selling the entry fees or food, count down the cash box. In other words, tally the money and calculate the profit that you should've made. If you're supposed to have this amount but you're under or over that for any reason, write down the reason you think it's that way.

Of course, when you have turned in all the paperwork that was due before the fundraiser, make some posters as listed under Publicity.

After the fundraiser is completed, turn in the Requisition and Fundraiser Revenue/Expenses forms to ensure that all profit goes toward your orginization (Robotics), and any money spent is reimbursed to the one who bought the items needed.