Community Fundraising Event Guide & Toolkit

Thank you for your interest in supporting the South Orange Rescue Squad (SORS). Hosting a fundraiser is a meaningful way to contribute to our mission of providing lifesaving, around-the-clock emergency medical services to South Orange, Maplewood, Newark, Seton Hall University, and surrounding communities, free of charge.

This guide provides essential information, best practices, and tools to help you host a successful fundraising event in support of the Rescue Squad.

What is a Fundraising Event?

A fundraising event is any campaign or gathering organized by an individual, business, or group to benefit SORS. These events are independently planned and executed, with proceeds directed to SORS, helping us maintain our ambulances, equipment, and volunteer training programs.

Examples of Fundraising Events

Community and Social Events

  • Trivia nights or game tournaments

  • Restaurant or retail give-back nights

  • Benefit concerts or comedy shows

  • Birthday or special occasion fundraisers

  • Silent auctions or raffles (where permitted by law)

Physical and Outdoor Activities

  • Community walks, runs, or fitness challenges

  • Car washes or bike-a-thons

  • Golf outings or bowling nights

  • Yard clean-ups or neighborhood service days

School and Workplace Fundraisers

  • Spirit days or dress-down days

  • Coin drives or penny wars

  • Workplace giving or corporate matching programs

  • EMS appreciation weeks with themed fundraising activities

Creative and Kid-Friendly Fundraisers

  • Bake sales, lemonade stands, or hot chocolate stands

  • Art shows, craft sales, or DIY bracelet stands

  • Book swaps or read-a-thons

  • Family game nights or talent shows

Online and Digital Fundraisers

  • Crowdfunding campaigns

  • Social media challenges

  • Virtual trivia, concerts, or live-streamed events

Getting Started

Step 1: Choose Your Fundraising Event

Select an event that aligns with your interests and resources. Consider your audience, venue, and potential costs to ensure success.

Step 2: Submit an Event Proposal

Before promoting your event, please email us at events@southorangerescuesquad.org with your proposed fundraiser. This helps us provide approval and offer guidance.

Step 3: Plan and Promote

Once approved, start organizing logistics and spreading the word. Use social media, flyers, email invitations, and word of mouth to maximize participation. Be sure to follow the branding and promotional guidelines outlined below.

Step 4: Host Your Fundraising Event and Collect Donations

Enjoy your event and encourage guests to give. Donations may be collected in cash, checks (made payable to South Orange Rescue Squad), or online through our donation link.

Step 5: Submit Funds and Thank Your Supporters

After your event, please submit proceeds to SORS within 30 days. We also encourage you to send thank-you notes and share the impact of your event with participants.

Guidelines and Policies

Branding and Promotion

  • All promotional materials must state that the event is “benefiting the South Orange Rescue Squad” and is not directly organized by SORS.

  • Use of the SORS logo requires prior approval.

  • SORS may promote select events on its website and social media, but this is not guaranteed.

  • Public relations, media coverage, or sponsorship requests should be reviewed with SORS prior to outreach.

  • Organizers should use official SORS language and details in event descriptions.

Legal and Financial Considerations

  • Organizers are responsible for all event expenses; SORS cannot reimburse costs.

  • Events must comply with local laws and obtain any necessary permits (raffles, alcohol sales, street closures, etc.).

  • Donations made directly to SORS are tax-deductible; however, ticket purchases, raffles, or in-kind contributions may not be.

  • The organizer must clearly state the percentage or amount of proceeds that will benefit SORS.

  • Organizers may not open bank accounts, request tax exemption, or apply for grants on behalf of SORS.

  • For events generating substantial funds, a financial report may be requested for transparency.

Prohibited Activities

  • Events that promote political, religious, or controversial agendas.

  • Fundraisers using aggressive sales tactics or misleading claims.

  • Activities that conflict with the mission and values of SORS.

  • Telemarketing, door-to-door solicitations, or commission-based sales.

  • Events benefiting more than one organization unless pre-approved by SORS.

How SORS Can Support You

We are happy to provide guidance, including:

  • Offering best practices for fundraising success

  • Supplying official donation receipts for eligible contributions

  • Recognizing fundraising events on our website or social media (as appropriate)

  • Providing a letter of authorization confirming the fundraiser’s affiliation upon approval

  • Sharing digital assets such as logos and social media templates

  • Providing sample donor letters, talking points, and fundraising scripts

Fundraising Best Practices

  • Set a Clear Goal: Define how much you want to raise and connect it to SORS needs (ambulance maintenance, training, equipment).

  • Engage Your Network: Invite friends, family, coworkers, and neighbors to participate.

  • Leverage Social Media: Create event pages, post updates, and share engaging visuals.

  • Make It Easy to Give: Provide clear instructions for cash, checks, and online donations.

  • Express Gratitude: Thank donors promptly and share the impact of their support.

Questions?

Please email us at events@southorangerescuesquad.org or visit our website at www.southorangerescuesquad.org.

Thank you for hosting a fundraising event in support of the South Orange Rescue Squad.