Photos With Santa

Work with a local shopping mall, or use a public space to arrange a meet-and-greet with Santa and his elves. Parents can line their children up for a photo-op with Kris Kringle himself and have their photos printed on the spot for a contribution.

A “Photos with Santa” event is a simple, festive fundraiser for a Rotary Club, perfect for engaging families and raising funds for community projects while adhering to Rotary International’s volunteer-led, ethical standards. In California (assuming based on prior context), no special permits are needed, but compliance with charitable solicitation and tax laws is required. Plan 3-6 months in advance to organize effectively. Below are the steps based on Rotary best practices and California regulations. Consult your district governor and legal advisors for club-specific details.

1. Secure Approvals and Form a Committee (1 Month Before Planning)

  • Pitch the event at a club meeting, linking it to Rotary’s mission (e.g., youth support).
  • Form a 3-5 member committee: event lead, volunteer coordinator, marketing lead, and finance tracker.
  • Review Rotary’s fundraising guidelines (my.rotary.org) to ensure volunteer-run status and charitable focus.
  • Note: Confirm club registration with California AG (Form CT-1 if soliciting over thresholds) and IRS Form 990 filing (due November 15).

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

  • Aim for $1,000-$5,000 with 50-150 attendees; charge $5-15 per photo.
  • Budget: Income (fees, donations) vs. expenses (venue $200-$500, Santa $50-$150, printing $100, marketing $50). Keep costs under 30-40% of revenue; seek in-kind donations.
  • Timeline: 3-6 months for bookings; 2-3 months for promotion. Target early December.
  • Tip: Use Rotary planning tools for tracking.

3. Handle Legal and Compliance (Months 1-2)

  • Register with the California AG if solicitation thresholds are met (oag.ca.gov/charities).
  • Obtain a CDTFA seller’s permit if selling photos; fees may be taxable unless fully charitable (check CDTFA Publication 18).
  • Issue IRS receipts for donations; disclose FMV on receipts if over $75 for quid pro quo (deductible amount is contribution minus FMV).
  • Secure event insurance (Rotary coverage); get parental waivers for kids’ photos.
  • Note: Comply with local safety codes; retain records for 3 years.

4. Recruit Volunteers, Secure Santa, and Gather Supplies (Months 2-3)

  • Recruit 5-10 volunteers (photographers, greeters) and train them on safety/photo ops.
  • Find a Santa (Rotarian, family, or hire locally) with a costume (rent or donate).
  • Collect supplies: Camera/printer, backdrop, props (sleigh, gifts), seating. Use club or borrowed items.
  • Ensure all volunteers that contact children have cleared YOUTH PROTECTION Background checks.
  • Tip: Add a donation jar for extra funds.

5. Select Venue and Plan Logistics (Months 2-3)

  • Book a venue (clubhouse, library, mall; $200-$500 or free).
  • Set up photo area, manage lines, offer digital/physical prints. Plan a 2-3 hour event.
  • Note: Ensure accessibility.

6. Promote the Event (Months 3-1 Before)

  • Target families and club members; charge $5-15 via email, social media, flyers.
  • Highlight charity impact and Santa fun; use Rotary networks and local media.
  • Send “Save the Date” 3 months out; invites 30-60 days prior.
  • Note: Disclose registered status if required.

7. Execute the Event (Day Of)

  • Setup: Decorate, test equipment, arrange Santa’s area.
  • Run: Manage photo sessions, collect fees, distribute prints. Add donated refreshments.
  • Volunteers: Handle check-in, photography, cleanup.
  • Duration: 2-3 hours.

8. Follow Up and Report (1 Month After)

  • Thank attendees with emails/receipts (include tax info).
  • Allocate funds to Rotary projects (e.g., district grants).
  • File IRS Form 990 by November 15; AG report if needed.
  • Gather feedback and share success with the club.
  • Note: Use funds for charity only.

Challenges and Tips

  • Budget: $3,000 goal—$2,000 fees, $1,000 donations; $1,000 expenses (net $2,000).
  • Risks: Low turnout (promote early); equipment issues (test ahead).
  • Rotary Focus: Tie to holiday service; seek district grants.
  • Timeline: 3-6 months.

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