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Private Organization & Fundraising

Remember to submit at least 3 weeks prior to when your PO wants to begin advertising the event to allow for the approval process to completed. All events are tentative until approved. Do not advertise without approval. We do not accept hardcopy submissions. Submit only via email. Email submissions to 51fss.fsr@us.af.mil. Do read PO handbook before you submit the application. All requests must route through 51 FSS/FSR. The only entry point for any PO business is through FSR.

In order to conduct fundraising on Osan AB, organizations must be approved as a PO or UA first. The MSG/CC has been delegated authority to approve these operations. The AFI 34-223 provides operating guidance.

POs are self-sustaining special interest groups set up by individuals acting exclusively outside the scope of any official capacity as officers, employees, or agents of the federal government. POs are not federal entities and are not to be treated as such. They operate on an Air Force installation only with the written consent of the commander.

Unofficial unit-affiliated activities (e.g., coffee funds, water funds, sunshine funds are not considered POs) Unit Commanders may approve Unit Unofficial Affiliated Activity fundraisers on base, within the unit, and intended for unit personnel only. However, on base fundraising that goes outside the unit must be routed through FSS. UA fundraising activities are considered “FOR US, BY US” and SHOULD NOT conduct any base wide or off base events.

If an organization expects to maintain over $1,000 for 3 consecutive months, they must be established as a PO. Those with less than $1,000 can be established as an UA. The primary difference in establishing an UA vs. a PO is that a PO must have a constitution and bylaws, has more stringent reporting requirements, and can request to conduct raffles.

Tips for Base Fundraising

  • We encourage you to read PO handbook provided on this site that will help you plan things so everything goes smoothly.
  • All fundraiser request form require minimum 3 weeks to process no exceptions; this includes the facility manager, safety office, and public health signatures when necessary. Fundraisers selling food require a Temporary Food Booth Application signed by Public Health Office.
  • All fundraisers must route through 51 FSS/FSR.
  •  All fundraisers require prior approval whether they are ON or OFF base.
  • Fundraisers are limited to 3 (three) events per quarter by fiscal year. Q1: Oct to Dec ~ Q4: Jul to Sep
  • All organizations must be established or up to date on annual review and on file with the 51 FSS/FSR.
  • Do not advertise the event until it has been approved.
  • Flyers, bulletins, and social media advertisements must prominently display the PO disclaimer (min. 14pt font): “THIS IS A PRIVATE ORGANIZATION. IT IS NOT PART OF THE DEPARTMENT OF DEFENSE OR ANY OF ITS COMPONENTS AND IT HAS NO GOVERNMENTAL STATUS.”
  • It is not authorized to use government email to advertise PO events and cannot advertise or post flyer in a work place. Do not use any official information (rank, email, DSN, letterhead, logo, etc.) on the flyer.
  • Fundraising off base and soliciting on or off base is not allowed. (as a Federal entity, remember THE GOVERNMENT DOES NOT FUNDRAISE!).
  • No PO can conduct a fundraiser during CFC/AFAF campaign! Only Unofficial Unit-affiliated Activities can fundraise during the CFC/AFAF within their units. During the CFC funds can only be used for squadron holiday parties or the funds be given directly to the campaign.
  • Bike rides, Golf Tournaments or other events (any physical activities) may require insurance. For routing, prior to submission to the 51 FSS/FSR, refer to the fundraiser request form and PO handbook.
  • Strict rules apply that limit raffles. See AFI 34-223 and Osan Hand Book.

Processing stars in the 1) FSR (PO Office) then is routed to the 2) base legal office and then finally 3) 51 FSS/CC. Once the request is approved and signed by the 51 FSS/CC, the PO requester will receive an email with approved request packet and fundraising license. 4) The license will be printed and must be posted at the event site. If the license isn’t present on a spot check, the event will be shut down immediately. Please makes sure to keep approved package in the PO continuity binder for record and have the future members know the details.

Tips for Establishment and Annual Review

  • We encourage you to read PO handbook provided on this site that will help you become an officially recognized PO.
  • PO are required to submit all required documents to 51fss.fsr@us.af.mil for establishment and annual review.

Routing processes are required paperwork as the process takes a minimum of 30 business days to complete. Processing stars in the 1) FSR (PO Office) then is routed to the 2) base legal office and the 3) 51 FSS/CC and then finally 4) 51 MSG/CC. Once the request is approved and signed by the 51 MSG/CC, the FSR will notify the PO leadership. Please makes sure to keep approved package in the PO continuity binder for record and have the future members know the details.

Common issues found during legal reviews

  • Using rank on documents – Do not use rank anywhere since PO is not integral parts of the federal entities.
  • Sending the documents to legal office prior to coordination with 51 FSS/FSR
  • Failure to or improperly display the disclaimer on all print and electronic media
  • Not adapting and editing the constitution and bylaws so that they pertain specifically to the private organization

※ Do not call the base legal office with questions as they will refer you to the 51 FSS/FSR PO Monitor.

Point of Contact

E-mail: 51fss.fsr@us.af.mil – All request forms are sent to the PO workflow box.
Hours of Operation: Monday-Friday, 8:00 AM – 4:00 PM| CLOSED weekends and federal holidays
Address: Building 937, Room 203, Behind USO and E-Club

Forms & Publications

♦ PO Guide

1. PO HANDBOOK
2. PO GUIDE MADE BY AGENCY (JULY 2019)
3. AFI 34-223
4. DAFI 36-3101
5. DISSOLUTION REQUEST

♦ PO - Establishment / Initial Review

1. CONSTITUTION AND BYLAWS – DUE EVERY 2 YEARS
2. INSURANCE WAIVER REQUEST AND UNDERSTANDING LETTER – DUE YEARLY
3. FINANCIAL STATEMENT – 1) ANNUAL PROPOSED BUDGET 2) BALANCE SHEET 3) INCOME AND EXPENSE STATEMENT – DUE QUARTERLY (SAMPLE1)
3. FINANCIAL STATEMENT – 1) ANNUAL PROPOSED BUDGET 2) BALANCE SHEET 3) INCOME AND EXPENSE STATEMENT – DUE QUARTERLY (SAMPLE2)
4. MINUTES OF MEETINGS – DUE QUARTERLY OR AFTER EACH MEETING
5. CURRENT LIST OF PO OFFICERS – DUE WHENEVER A BOARD POSITION CHANGES
6. INITIAL PO CHECKLIST – JUST ONCE

♦ PO – Annual Review

1. CONSTITUTION AND BYLAWS – DUE EVERY 2 YEARS
2. INSURANCE WAIVER REQUEST AND UNDERSTANDING LETTER – DUE YEARLY
3. FINANCIAL STATEMENT – 1) ANNUAL PROPOSED BUDGET 2) BALANCE SHEET 3) INCOME AND EXPENSE STATEMENT (SAMPLE 1) – DUE YEARLY
3. FINANCIAL STATEMENT – 1) ANNUAL PROPOSED BUDGET 2) BALANCE SHEET 3) INCOME AND EXPENSE STATEMENT (SAMPLE 2) – DUE YEARLY
4. MINUTES OF MEETINGS – DUE QUARTERLY OR AFTER EACH MEETING
5. CURRENT LIST OF PO OFFICERS – DUE WHENEVER A BOARD POSITION CHANGES
6. PO ANNUAL CHECKLIST – DUE YEARLY

♦ UA – Establishment / Annual Review

1. UNOFFICIAL ACTIVITY STATUS REQUEST – DUE YEARLY
2. FINANCIAL STATEMENT – NEED ANNUAL PROPOSED BUDGET (SAMPLE1)
2. FINANCIAL STATEMENT – NEED ANNUAL PROPOSED BUDGET (SAMPLE2)
3. CURRENT LIST OF PO OFFICERS – DUE YEARLY OR WHEN A BOARD POSITION CHANGES
4. UA CHECKLIST – DUE YEARLY

♦ Fundraiser Requests

1. FUNDRAISER REQUEST FORM
2. FUNDRAISING CHECKLIST
3. FOODS SALES REQUEST FORM – ONLY FOOD SALE