Private Organizations

Examples of Unofficial Unit Activities are coffee funds, water funds, and snack bar funds.

If the activity’s current assets exceed a monthly average of $1000.00 over a three month period, the activity must become a private organization. Do not include the inventory in this calculation.

First, conduct a meeting of the organization and elect a board. Then submit a Memo to establish a new Private Organization, Constitution, Bylaws, Insurance Waiver, and Officer List Package. There are templates for these at the bottom of this page. Once the organization has been approved, it will establish a bank account and an organization email account. Be sure to inform the Private Org Monitor of the organization’s email address. This will be the only address used to correspond with the Private Org. All completed forms should be sent to 509.FSS.FSR.PrivateOrganization@us.af.mil for processing and approval.

All required forms and instructions are located on bottom of this page. To ensure fundraisers are approved on time, units must submit and route packages correctly. The package must include a Fundraiser Request Form with the facility/venue and Safety’s approval, also if serving food, an approved Public Health Food Booth form, and any form of advertising that the Private Organization plans on using for the event, such as a flyer. Packages must be completed electronically by an elected officer and forwarded to the Private Org Office at least five to six weeks before the event, preferably 40 days. This will allow ample time for adjustments. Completed forms can be sent to: 509FSS.FSR.PrivateOrganization@us.af.mil. The PO/UA monitor will validate that the required documents are current and begin the routing process.

Advertisements for the fundraiser are prohibited until the request is formally approved, so if you want to advertise, please adjust the submission for approval accordingly. Example: If the PO wants to advertise the week leading up to the event, you will need to submit a request at least seven to eight weeks before the event. Government email advertisement is specifically prohibited.

A fundraiser is any exchange of funds for an event held on or off base. Fundraisers may be conducted up to three times per calendar quarter.

Certain fundraisers are not authorized. The following are prohibited:

• Fundraisers conducted while in uniform

• Fundraisers conducted by military members or civilians during duty hours

• Use of government equipment or supplies for planning, producing, or promoting a fundraiser

• Gambling-related fundraisers, including games of chance or lotteries

• Fundraisers involving the sale of alcoholic beverages

• Fundraisers that duplicate MWRF or AAFES services

No, paragraph 5.20.2 of DAFI 34-106 & AFI 34-108 – Commercial Sponsorship and Sale of Advertising strictly prohibit the use of the 509 FSS Marketing and Commercial Office to seek sponsorship funds for Private Organization fundraiser events.

• Fundraisers are very limited during the annual CFC or AFAF seasons.
  • CFC Campaign, 8-weeks, usually 15 Oct – 15 Dec
• AFAF Campaign, 6-weeks, usually 15 Mar – 30 Apr
• Fundraisers are limited to three per quarter–applies to on base events.
• PO/UA may not use government computer systems and equipment to give notice of the event.
• You can contact the Private Organization Monitor by calling 660.687.2807 or by email at 509FSS.FSR.PrivateOrganization@us.af.mil.