Contact Chairman to correlate details of proposed event. Note:
Event expenses should not exceed 20% of the expected total receipts!
Check with the Chairman or A&A office about the wording
of invitations. The IRS requires substantiation for all charitable
contributions. To comply with these regulations, the following
guidelines should be followed:
For events costing over $75.00 per person, where goods
or services are provided the following statement needs to be
on either the solicitation or the receipt:
“For federal income tax purposes, a charitable contribution
deduction is limited to contributions over $_______, which we
estimate to be the fair market value of goods or services received.”
For contributions of $250.00 or more, acknowledgments must
be given to the donor.
If no goods or services are provided, a statement to that
affect must be on the acknowledgment: “No goods or services
were provided in exchange for this contribution.”
All invitations must include the CHLA logo, which is
available from the A&A Office. Send a draft copy
of the invitation to the Chairman and the A&A office prior
to printing. Submit to the A&A office a completed Event Assessment
Form, available from the Chairman. Mail an invitation for
each event to the A&A office for the Childrens Chain file.
The guest list should include all Childrens Chain Active Members
and Associates.
Accounting Information
Make all checks payable to: Childrens Chain of CHLA.
After the event all checks should be sent to the Treasurer
along with a photocopy of the checks and your spreadsheet or
list of guests, amount paid, and check number. Any cash received
should be exchanged for a check or money order payable to Childrens
Chain of CHLA before sending to the treasurer.
Include with the checks sent to the Treasurer the following:
Names of those who paid or contributed, along with a photocopy
of the checks and your spreadsheet of guests, amounts paid,
and check numbers;
A copy of the bookkeeping for the event (one is for the
Treasurer, the other for the Committee Notebook);
Reimbursements: Send a copy of each expense for which reimbursement
is sought from the Treasurer.
All donations must be acknowledged with a thank-you note written
by one of the hostesses of the event! Notify the Chairman of any
special donations or those over $500.00, so that the Chairman
and A&A Office may write an additional note of gratitude.
