Fundraising events are an excellent way to raise awareness and support for Devxchange projects. However, they also pose added financial and legal risks if not properly planned and approved.
To protect participants, donors, and the integrity of Devxchange, all fundraising events must follow the policies below.
Before planning any event, please contact the Devxchange office for approval through your project’s communication channel (in Slack).
You can post your request directly in your project’s channel or send a message to the Executive Director or Project Support Coordinator for review.
🧾 Event Approval #
A Fundraising Event Plan must be reviewed and approved by the Executive Director before any event is promoted or held.
It is the shared responsibility of the Executive Director, the Project Lead Volunteer, and any event team members to ensure all event guidelines are followed.
Event Guidelines #
- The event must be approved by Devxchange before promotion or launch.
- All promotional materials must clearly state what portion of the proceeds will support Devxchange’s charitable activities.
- The Project Lead Volunteer must maintain oversight and accurate records for all funds raised, including ticket sales, auctions, raffles, and donations.
- All income and expenses, whether tax receiptable or not, must be processed through Devxchange in accordance with CRA regulations.
- Total event expenses, including third-party fundraising costs, should not exceed 35% of the total funds raised.
- All funds must be submitted to Devxchange using the approved deposit and reporting procedures.
Insurance and Permits #
If the event is being held in a public space or includes activities such as serving food or alcohol, insurance and permits may be required.
Copies of any required permits or insurance must be submitted to and approved by the Executive Director before the event takes place.
Common examples include:
- Serving food or beverages
- Serving alcohol
- Using public parks, halls, or rented venues
🎟 Ticket Sales #
When tickets are sold for an event where part of the cost is a charitable donation, please follow these guidelines:
- Event expenses should be less than 20% and must not exceed 50% of the ticket price.
- Keep detailed receipts for all event-related expenses.
- Purchases of silent auction items are not eligible for charitable tax receipts.
- If the ticket includes a meal, the fair market value of that meal must be subtracted from the receiptable portion.
Example:
If a $100 ticket includes a meal valued at $40, the eligible charitable receipt amount is $60.
💰 Event Donations #
- Always make it clear to donors what portion of their contribution supports Devxchange’s charitable work.
- Collect complete donor information for all donations.
- Only donations of $20 or more are eligible for a charitable tax receipt.
- Encourage donors to provide an email address for e-receipts to help reduce administrative costs and speed up processing.
⚠️ Summary #
Fundraising events must be approved in advance and managed transparently.
Before proceeding, reach out through your project’s Slack channel to confirm your plan with the Executive Director or Project Support Coordinator.
All proceeds — whether receiptable or not — must be submitted through Devxchange International using the approved deposit and reporting steps.
Following these policies ensures that all events remain compliant with CRA fundraising regulations and uphold Devxchange’s commitment to accountability and trust.
