Accepting money from sponsors
World IA Day, Inc. can be a fiscal host for any WIAD location. Many sponsors will not make a financial donation to an individual. If you do not have a way to accept money from local sponsors, a local collective can be created for your location.
It is helpful for the global team, when locations provide a list of sponsors and the amount expected from each. It improves our ability to process donations, especially those received by check, in a more efficient manner.
We've documented two ways that you can collect money from sponsors:
Accept online donations (via Open Collective or PayPal)
World IA Day, Inc. DOES NOT cover fees incurred for online donations (Stripe, PayPal, wire transfer fees, etc.). These costs should be considered when creating a budget.
Sponsors who prefer to make a donation using a credit or debit card can do so in one of the following ways:
Contribute directly to your local collective (subject to fees)
Contribute via PayPal (subject to fees)
Use the PayPal donation link (subject to fees)
Sponsors can make a contribution directly to your Collective. Below, we provide steps that help explain the process. Feel free to send them to your sponsors but make sure you provide the correct URL for your Collective (see Step 3). After the sponsor completes these steps, the global team will post the donation to your Collective.
Step 1: If you do not already have an Open Collective account, you will need to set one up to contribute to our Collective. It is free to join. See detailed information about sponsoring a collective as a company.
Step 2: Sign in using your email address. A 'magic link' will be sent to your email address (no password required).
Step 3: Once logged in, navigate to our Collective to make a contribution: https://opencollective.com/wiad-location-name/donate
Step 4: Select the profile you want to use along with the amount and frequency of your contribution. Then click 'Next step' to enter your payment information.
Step 5: Enter the credit or debit card information. Click 'Make contribution'.
It is extremely important to note the location that will receive the donation. Please do not leave the note field blank.
World IA Day, Inc. has a PayPal business account set up to receive donations on behalf of locations. Below we provide steps that help explain the process. Feel free to send them to your sponsors. After the sponsor completes these steps, the global team will post the donation to your Collective.
Step 1: Login to your [sponsor] PayPal account.
Step 2: Click on the Money link and select 'Send or request money'.
Step 3: Enter treasury@worldiaday.org in the text box and click 'Next'.
Step 4: Indicate the amount of the donation and the currency. In the field entitled ‘Notes’, enter WIAD + Year + [location name]. Make sure your address is correct and click 'Continue'.
Step 5: Select the payment source and click Send Payment Now.
Through our business account, we can provide:
the code needed to embed a donation link on your event page or in your sponsorship materials.
a URL for you to share with your sponsor
a QR code that can be included in your print materials
To request this, reach out to treasury@worldiaday.org and we'll create a link for you to use.
Sponsors also have the option of mailing a check. We will accept checks made out to World IA Day, Inc. Below we provide steps that help explain the process. Feel free to send them to your sponsors. Once the check clears, the global team will apply the donation to your Collective.
Step 1: In the memo section on the check, note the location receiving the money: WIAD + YEAR + [location name]
Step 2: Provide a check number, if possible.
Step 3: Ask sponsor to mail a check to:
World IA Dayc/o Amy EspinosaPO Box 9095Tampa, FL 33674
This option is not recommended for locations outside of the United States.
Be sure the sponsor indicates the location name. If location is not indicated, it may impact the time it takes for you to receive the contribution.
Think of a Collective as an online bank account for your location. World IA Day 501c3 is the fiscal host for all World IA Day Collectives. Local Collectives are created and managed by the board of directors, specifically the Director of Development (Treasurer). Each donation that comes in for a location is added to the respective Collective. Local Organizers can use the money in their Collective to pay for event expenses.
Please ensure your expense meets our expense policy, which appears on the 'submit expense' form for each local Collective. If an expense is modified, it will have to be approved again. Once paid, it cannot be modified.
Collectives give World IA Day, Inc. a way to be fiscally transparent (the public can see where money comes from and where it goes). We firmly believe the individuals and organizations who support our mission should know how contributions are spent.
