Frequently Asked Questions

Thank you for your interest in supporting Wingspan, the LGBT community and its allies, and the organizations Wingspan touches. We are grateful that you are looking for creative and fun ways to spread Wingspan’s vision to build a community in which LGBT people:

are treated with dignity and respect.
live in a community free from violence and abuse.
live full, healthy, and interconnected lives.
are free to live openly with pride.
are celebrated in their full diversity.
feel part of an organized, supportive, and active LGBT community.
are empowered to participate fully as active citizens.

Wingspan asks that event hosts complete a Third Party Event Application so we can publicize your event, help you avoid scheduling conflicts with other events, and provide donor envelopes, information and support.

The following Frequently Asked Questions are provided to make your event go as smoothly as possible.

What is a Third Party Event Fundraiser?

A third party fundraiser is an event to benefit Wingspan that is completely sponsored and organized by an individual, company or organization other than Wingspan. Since you are the event architect, you plan all the details, front expenses, and enlist the help of friends, family, and coworkers to organize and staff the event. Once your application has been approved, Wingspan can help publicize your event and recognize those who contribute. Third party events are a great way to have fun and benefit the LGBT community at the same time.

Wingspan is thrilled to accept any donation. You are welcome to host a “Pass the Hat” smaller event if donors do not need tax deduction documentation or a thank you from our Development Team. See the Pass the Hat Guidelines for hosting this type of gathering. We strongly urge anyone contributing more than $25 to provide their name and contact information or to complete a donor envelope.

Why host a Third Party Fundraiser?

When you host an event, you spread the word about the work Wingspan does as well as financially contribute to the LGBT community. Organizing a fundraising event can be a fun, empowering and rewarding adventure. Your efforts enable Wingspan to cover expenses not supported by grants such as maintaining the website and event calendar, hosting and updating the Information and Referral network, having available meeting space, and keeping the center operating smoothly.

What is the process for hosting a Third Party Fundraiser?

Brainstorm –> Apply –> Plan & Prepare –> Have Fun!

Can Wingspan provide guidance on preparing for the event?

Wingspan can:

Publicize the event via e-news, online social networks and other web sources
Provide donor envelopes to simplify gathering donor information.
Permit use of the Wingspan logo and provide you with links to online logos or send you jpg images
Provide printed educational materials and brochures that are in stock at Wingspan

Please don’t hesitate to contact us to talk about what you’ve got in mind. We are thrilled to help you help us and can share our past experience about what has and has not worked well. Please call 624-1779.

Reminder: Wingspan does not have the resources to handle the organizational and administrative tasks associated with third party events. Therefore, you are responsible for all details of the event including: underwriting the costs, recruiting volunteers to help out at the event, creating flyers to publicize the event, and working at the actual event. Wingspan can publicize the event via e-news, online social networks and other web sources

What do I call my event?

It’s your puppy. You name it!

What is involved with the Planning and Application phase?

First, obtain a Third Party Fundraising Application from Wingspan. You can download the application from the website here. The application will point you to important issues to consider.

You should cover the following questions during your planning:

Will you need volunteers to help on the day of the event? A general rule for volunteer commitment is that on the best day you should expect about 50% of your planned volunteers to show up.
Will you need a permit for your event?
How much money do you plan on raising?
What unexpected costs might you encounter? (Please remember that you are responsible for underwriting any expenses or obtaining sponsors to help with expenses associated with your event.)

The application form provides more information on liability, tax deductions, and legal issues.

I have someone who is willing to sponsor my event. How does that work?

To ensure that all donations (including in-kind donations of space, food or other items) are properly documented, please have your sponsor complete an in-kind invoice.

Please be sure to inform us of any corporate sponsors you engage to raise money for Wingspan so that we can thank them and avoid over-soliciting a given organization.

Where do I get an application and where do I send it?

Anyone who is interested in planning an event to benefit Wingspan must submit a complete and sign Third Party Event Application prior to the event. Click here to download the application from the Wingspan website. Call 624-1779 to request an application by mail.

Completed applications should be mailed to:

Wingspan
430 E 7th Street
Tucson, AZ 85705

Reminder: Please do not move forward with your plans until you have been notified of Wingspan’s approval.

How will I know if my event is approved?

We will do our best to give you the go-ahead within one week of receipt of your application. We will call you once a decision has been reached. We can email or snail-mail a letter of approval if needed.

How do I handle the money I raise?

The best way to collect money is by having each participant complete a donor envelope. This process will ensure that donors are thanked and provided with tax deduction documentation.

Is a “Pass the Hat” smaller event OK and do I need to complete an application for this type of event?

Yes and No.

Wingspan is thrilled to accept any donation. If donors do not need tax deduction documentation or a thank you from our Development Team, they can simply contribute cash. We strongly urge anyone contributing more than $25 to provide their name and contact information or to complete a donor envelope.

And no, you do not have to complete an application for a “Pass the Hat” event. See the Pass the Hat Guidelines for more information.

One person should be responsible for gathering monies and sending them to Wingspan. The contact person needs to provide basic information about the event and preferably complete a donor envelope. The following information should be provided with the donation:

A one-sentence description of the gathering
How many people attended
Was there a sponsoring organization?
Where the event was held

Call 624-1779 to have a donor envelope mailed to you. Wingspan will send a letter of recognition to the contact person who makes the actual contribution to us.

What are some examples of Third Party Fundraisers?

As the party master, the sky is the limit. You are free to brainstorm for boundless fun. Can’t think of an idea yourself, we have a list fun and fabulous ideas. See Event Ideas. Feel free to send us ideas to share with others.

If you have any questions, please call 624-1779 or send an email to wingspan@wingspan.org.

Once again, thank you for your interest in planning a fundraising event to benefit Wingspan and the LBGT community.