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 Post subject: How To: Keeping Records and Handling Money
PostPosted: Sun Feb 06, 2011 9:10 am 
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Local Event Organizer/Crew

Posts: 2822
Signal Origin:
Melbourne, Australia

This is a very important part of being a CSTS event organizer. You are responsible for a lot of people having a good time and a lot of money in some cases. So keep track of what merchandise people order, who has bought how many tickets, what money you have coming in and what money you have going out. And definitely keep receipts wherever possible. If you have all of this, and a record of money being donated to EN, there should hopefully be no problems if the tax man comes a knocking to audit you. No organizer has had a problem with the event and tax to date.

Think about all the ways you’ll be handling money, from pre-sales of tickets and merchandise, advertising sales, on-site ticket and merchandise sales, raffle tickets, auction sales etc. There are so many ways that something could go wrong. But if you’re well prepared, you can minimize that risk.

Designate one person on your crew to be “chief money handler”. This person will be responsible for keeping a record of finances, and accepting cash/payments. For the event itself, you should have one person at each sales location that handles the money – too many people handling cash can lead to mistakes, confusion and risk. It is also best to keep different kinds of sales separate. Have one cash box for ticket sales, one for merchandise sales and one for raffle/auction/donations. This way, when you tally all of the money at the end of the event, it will be easier to tell how much you made in each area.

Your sales people should also keep a running tally of all the things they sell. This could be as simple as a notebook where they mark off each sale (e.g. 2 shirts, 1 poster etc). This way, you can reconcile sales and money received. Some people might ask about receipts and tax deductible donations. For specific information on this, please contact Equality Now. Some sample forms have been provided for you in Section 7.

NOTE: Equality Now is only a 501 (c) tax deductible charity in the US and the UK.

Global Steering Committee Chair (2010-2015)
Global Team: Comms Lead (2009)
Local Event Organiser/Crew: Melbourne (2007, 2009-2017), Vancouver (2006)
New Melbourne Browncoats Inc - newmelbournebrowncoats.com

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