Bingo

Steps to Run a Rotary Charity Bingo Event in California

Running a Rotary Charity Bingo event in California involves careful planning to ensure it aligns with Rotary International guidelines, complies with state gambling laws, and maximizes fundraising for charitable purposes. Bingo is regulated as a charitable gaming activity in California, requiring specific permits and adherence to strict rules to maintain tax-exempt status and avoid penalties. Rotary clubs, typically 501(c)(4) organizations, can host bingo games, but the focus must be on raising funds for community service projects (e.g., education, health initiatives) rather than profit.

Planning should start 6-12 months in advance to secure permits, recruit volunteers, and promote the event. Below are the steps based on Rotary best practices, California Business and Professions Code (Chapter 9, Article 5), and general nonprofit event planning. Consult your district governor and legal/tax advisors for club-specific details.

1. Secure Internal Approvals and Form a Planning Committee (1-2 Months Before Planning Begins)

• Why? Rotary events must follow club bylaws, district policies, and Rotary International’s ethical fundraising standards, emphasizing volunteer-led efforts and transparency.
• Steps:
  • Propose the idea at a club meeting for approval, linking it to Rotary’s mission (e.g., funding a local youth program).
  • Assemble a 5-10 member committee: event chair, compliance officer (for permits), procurement lead (prizes), marketing lead, and day-of coordinator. Include diverse skills for logistics and outreach.
  • Review Rotary’s fundraising policies (my.rotary.org) to ensure the event is volunteer-run, avoids paid solicitors, and benefits charitable causes.
• California/Rotary Note: Ensure your club is registered with the California Attorney General’s Registry of Charitable Trusts (Form CT-1 if soliciting over thresholds) and has filed IRS Form 990 (due November 15 annually).
• Cost: Minimal (volunteer-based).

2. Set Goals, Budget, and Timeline (Months 1-2 of Planning)

• Why? A structured plan ensures financial success and compliance with Rotary’s focus on effective fund use.
• Steps:
  • Set goals: Aim for $5,000-$15,000 based on attendance (100-200 players). Decide on format (traditional paper cards or electronic).
  • Budget: Estimate income (ticket sales, card sales, donations) vs. expenses (venue $500-$1,500, permits $50-$200, prizes $500, marketing $100). Keep costs below 30-40% of revenue. Seek in-kind donations (e.g., food, prizes).
  • Timeline: 6-12 months out for permits; 3-6 months for promotion. Include deadlines for volunteer training and prize collection.
  • Choose date/time: Evening or weekend (e.g., avoid holidays); aim for fall or spring.
• California/Rotary Note: Bingo requires a state-issued license, so plan for permit processing time (30-60 days).
• Tip: Use Rotary’s event planning resources or software like SignUpGenius for scheduling.

3. Handle Legal and Compliance Requirements (Months 1-3)

• Why? California regulates bingo as a charitable game under strict conditions to prevent gambling abuses and ensure funds benefit the community.
• Steps:
  • Bingo License: Apply for a Bingo License from your local jurisdiction (city or county) via the California Department of Justice (DOJ) Bureau of Gambling Control. Submit Form ABC-8 (Application for Bingo License) with a $50 fee, proof of nonprofit status, and a site diagram. Renewal is annual. Processing takes 30-60 days.
  • Restrictions: Limit games to 2 per week, 5 hours each, with a maximum $250 prize per game (or $500 for special games with approval). All proceeds (after expenses) must go to charity—no profit to individuals or the club.
  • Sales Tax: Obtain a seller’s permit from the California Department of Tax and Fee Administration (CDTFA) if selling goods (e.g., food). Bingo card sales are generally exempt if proceeds are charitable, but verify with CDTFA Publication 18.
  • Federal Taxes: Issue IRS-compliant receipts for donations. For quid pro quo (e.g., prizes), disclose fair market value (FMV) on receipts if over $75—deductible amount is contribution minus FMV.
  • Insurance/Liability: Secure event insurance (Rotary offers club coverage); ensure volunteers sign waivers.
  • Other: Comply with local fire/safety codes; no alcohol sales during games unless separately permitted by ABC.
• California/Rotary Note: Violations (e.g., exceeding prize limits) can lead to fines or license revocation. Check DOJ’s bingo regulations (oag.ca.gov/gambling/bingo).
• Resources: DOJ Bingo Manual; Public Counsel’s fundraiser guide.

4. Recruit Volunteers, Procure Prizes, and Secure Sponsorships (Months 2-4)

• Why? Volunteers drive the event; prizes and sponsors boost attendance and revenue.
• Steps:
  • Recruit 15-25 volunteers (callers, checkers, cashiers) via club networks. Train them on rules and procedures (e.g., verifying wins).
  • Procure prizes: Solicit donations from local businesses (e.g., gift cards, electronics) or buy items ($10-$100 value each). Stay within legal prize limits.
  • Secure sponsorships: Seek $250-$1,000 from businesses for logos on materials or extra prize funds. Rotary encourages community partnerships.
  • Prepare cards: Purchase or print bingo cards (e.g., 1-3 per player, $1-$5 each).
• California/Rotary Note: All prize donors must receive IRS receipts. Rotary prohibits paid staff for gaming operations.
• Tip: Theme it (e.g., “Rotary Community Bingo Night”) to align with service goals.

5. Select Venue, Vendors, and Equipment (Months 3-4)

• Why? A suitable setup ensures compliance and enjoyment.
• Steps:
  • Book venue: Community hall or club space (capacity 100-200); ensure it meets local safety codes.
  • Arrange vendors: Caterer for snacks/drinks ($10-20/person); no alcohol sales during bingo unless permitted.
  • Gather equipment: Bingo machine, cards, chips, microphone, tables/chairs. Rent or borrow to save costs.
• California/Rotary Note: Venue must be owned/leased by the club or a nonprofit; no for-profit locations unless approved.
• Cost: $1,000-$3,000; offset with donations.

6. Promote the Event (Months 4-1 Before Event)

• Why? High turnout maximizes funds; Rotary emphasizes community engagement.
• Steps:
  • Target audience: Club members, families, local residents.
  • Marketing: Sell tickets ($10-20) via email, social media, flyers. Highlight charity impact and prize details. Use Rotary networks and local media.
  • Send “Save the Date” 6 months out; formal invites 60-90 days prior. Offer early-bird discounts.
• California/Rotary Note: Include registered charity status in promotions if required. Disclose that proceeds benefit charity.
• Tip: Leverage rotary.org for promotional ideas.

7. Execute the Event (Day Of)

• Why? Smooth operations build trust and fun.
• Steps:
  • Setup: Arrange tables, distribute cards/chips, test equipment.
  • Run games: Caller announces numbers; volunteers verify wins. Limit to 5 hours with breaks.
  • Engage: Light music, refreshments; announce winners.
  • Volunteers: Manage check-in, calling, prize distribution.
• California/Rotary Note: Enforce prize limits; keep records for DOJ audit.
• Duration: 3-5 hours.

8. Follow Up and Report (1-2 Months After)

• Why? Maintain relationships and comply with regulations.
• Steps:
  • Thank participants: Send emails/receipts with tax info (FMV disclosure for prizes).
  • Distribute proceeds: Allocate funds to Rotary projects (e.g., district grants minimum $1,000).
  • Report: Submit financials to DOJ with license renewal; file IRS Form 990 by November 15. Provide AG annual report if required.
  • Evaluate: Survey attendees; report success to club.
• California/Rotary Note: Retain records for 3 years (DOJ requirement). Use funds for charitable purposes only.
• Tip: Share impact stories to encourage future support.

Potential Challenges and Tips

• Budget Example: For a $10,000 goal—$6,000 from card sales, $2,000 tickets/sponsors, $2,000 misc.; expenses $3,000 (net $7,000).
• Risks: Permit delays (apply early); low turnout (promote widely).
• Rotary-Specific: Tie to global goals; apply for district grants.
• Total Timeline: 6-12 months; scale based on club size.