Event Services

A fundraising event is a specifically designed occasion to generate financial support. This type of event may include a registration fee where the amount paid is greater than the market value of the event experience. 

• For registration fees higher than $75, the Foundation provides a gift acknowledgement letter or automated email.
• University departments arranging to receive a gift from an external entity for a fundraising event through the Alumni & Friends Foundation should complete the Gift-In-Kind Transmittal Form before accepting the gift. Any questions about this form, as well as the completed form, can be submitted to Marcus Buchholz at mbuchholz@uwlax.edu.
• The UWL Alumni & Friends Foundation holds a raffle license through the State of Wisconsin. If you plan to hold a raffle or silent auction to benefit UWL, you must complete the UWLAFF Event Services Request Form. 
• Those interested in hosting a raffle and/or silent auction must also complete the Event Tracking Sheet. Any questions about this form, as well as the completed form, can be submitted to Marcus Buchholz at mbuchholz@uwlax.edu.
  • The Event Tracking Sheet includes the following sections: 
    • Gaming Tracking Sheet: Record the revenue received from the event. Please track each fundraiser type separately. 
    • Winners: For raffles, record all winners that received prizes valued at $600 or more. Winners must claim these prizes as income on their taxes and will need to complete a W-9 form and provide a copy of their driver’s license to Marcus Buchholz at mbuchholz@uwlax.edu to fulfill IRS requirements for raffle winnings. 
    • Raffle-Auction Item List: Track all gifts donated for the raffle or silent auction. Individuals who donate gifts must also complete a Gift-In-Kind Transmittal Form. The Foundation will provide donors with a gift receipt for their contribution. 
    • Raffle & Silent Auction Package: Track all items that are raffled or auctioned, including the item’s estimated value, the winner, and, for silent auctions, the winning bid amount. 
    • Sponsors: This page is optional and is provided to help track any sponsors associated with your event. 

For UWL Employees

If you are a UWL employee requesting alumni contact information for university-related work, please complete the following:

1. Data Confidentiality/Non-Disclosure Agreement
   Must be completed before any sensitive or confidential information can be shared.
   
   
2. UWLAFF Advancement Services Data Request Form
   Provide the purpose of the request, intended outreach, and data needed. Please allow a minimum of two weeks for processing.

For Non-UWL Employees

If you are not a UWL employee and would like access to alumni contact information, please work with a UWL employee who will serve as your official liaison to the Foundation.

The UWL employee liaison will:

• Be required to complete a Data Confidentiality/Non-Disclosure Agreement before any sensitive or confidential information can be shared.
• Submit the UWLAFF Advancement Services Data Request Form to the Foundation on your behalf. Please allow a minimum of two weeks for processing.

Due to our confidentiality policy, alumni information may not be shared directly with outside parties. If you intend to send communications to alumni (i.e., emails, printed invitations, newsletters), please coordinate these efforts through your UWL liaison.  

• All email invitations and reminders will be sent via the Alumni & Friends Foundation’s CRM system to ensure data can be accurately tracked.

• For room reservation requests, please contact University Reservations at reservations@uwlax.edu or 608.785.8895.
  
  
• For catering requests, please visit UW-La Crosse Catering Services 
  
  
• For parking requests, please visit Parking Services and fill out the Department and Event Parking Request Form.
  
  
• For design, digital signage, or featured calendar events, please contact University Communications at ucomm@uwlax.edu or 608.785.8487