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Professional Perspective:

Events & Special Projects Coordinator - ASU's Office of Development & Alumni Relations

Plan, organize, and facilitate:

donor stewardship events

membership stewardship events

Alumni membership events

Businesses and Community events

Faculty/Staff/Texas Tech University System events

Topic:

Event Planning Compliance in Higher Education Fundraising

TABC Permits

Raffles & Auctions

ADA Accessibility

These areas directly impact the fundraising events and carry legal and ethical responsibilities. Understanding these pieces ensures compliance and protects the university.

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Federal:

U.S. Department of Education - Oversees ADA compliance in educational institutions.

Internal Revenue Service (IRS) - Oversees charitable contributions and donor reporting.

State:

Texas Alcoholic Beverage Commission (TABC) - Oversees the regulation of alcohol service and event permits.

Texas Attorney General - Oversees raffle/charity fundraising compliance.

Texas State Auditor's Office (SAO) | Texas Higher Education Coordinating Board - oversees compliance, financial accountability, and ethics in higher education. *Not used daily*

Local:

Texas Tech University System policies

Angelo State University policies

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Federal:

Americans with Disabilities Act

42 U.S.C. § 12101 (2022)

Ensures Accessibility for all event attendees. Spaces must be accessible (ramps, elevators, interpreters).

First Amendment of the United States Constitution

U.S. Const. amend. 1

protects free speech, assembly, and religious expression. Relevant for speakers, signage, and demonstrations at events.

State:

Texas Constitution, Equal Rights Clause

Tex. Const. art 1 § 3 (2023)

nondiscrimination laws within the state

Texas Constitution, Right of Assembly

Tex. Const. art 1 § 27 (2023)

Citizens have the right to peaceably assemble within the state.

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Federal Statute:

Americans with Disabilities Act

42 U.S.C. § 12101 (1990)

Accessibility requirements for attendees at public or funded events.

State Administrative Law: Texas Alcoholic Beverage Code

Provisions Generally Applicable to Permits

Tex. Alco. Bev. Code Title 3, Ch. 11 (2025)

Outlines TABC permitting rules and obligations, as well as possible effects if there are violations of the TABC permit.

Private Club Registration Permit

Tex. Alco. Bev. Code Title 3, Chapter 32 (2025)

Outlines TABC rules and regulations regarding the purchase, storage, transportation, and selling of alcohol at different events and organizations.

Provisions Relating to Age

Tex. Alco. Bev. Code §106.04 (2025)

Regulations on selling, purchasing, and consuming alcohol for minors (persons under 21 years old)

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Texas Dram Shop Law - Establishes liability if alcohol is overserved and someone is injured or harmed.

Tex. Alco. Bev Code Ann. §§ 2.01-2.03 (West 2025).

Bob Jones University v. United States (1983) - Nonprofits must comply with IRS rules to maintain tax-exempt status.

Angelo State University Foundation is considered a nonprofit organization.

"An institution must fall within a category specified in that section, and must demonstrably serve and be in harmony with the public interest, and the institution's purpose must not be so at odds with the common community conscience as to undermine any public benefit that might otherwise be conferred."

Bob Jones Univ. v. United States, 461 U.S. 574,595-596 (1983).

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IRS Regulations on Charitable Contributions (26 CFR § 1.170A)

- Requires the disclosure of donor benefit

Meals

event tickets

gifts or benefits included with memberships

- Raffle Regulations

Requires reporting of raffle income and adherence to state-level raffle laws.

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Angelo State University Operating Policies

Acceptance of Gifts & Grants (Angelo State University, OP 32.01, 2021)

Disclosure of Certain Gifts from Foreign Persons (Angelo State University, OP 32.02, 2025)

Solicitation of Gifts and Grants from Private Philanthropic Sources (Angelo State University, OP 32.03, 2021)

Office of Development & Alumni Relations Relationships and Responsibilities (Angelo State University, OP 32.06, 2025)

Reporting of Gifts and Grants from Private Philanthropic Source (Angelo State University, OP 32.07, 2025)

Alcohol Beverage Policy and Procedure (Angelo State University, OP 74.06, 2021)

Purchase of Food (Angelo State University, OP 54.03, 2022)

Entertainment Policy (Angelo State University, OP 54.01, 2023)

Concealed Carry of Handguns on Campus (Angelo State University, OP 02.10, 2022)

University Facilities (Angelo State University, OP 74.01, 2020)

University Vehicles (Angelo State University, OP 36.03, 2025)

Professional Services (Angelo State University, OP 30.06, 2022)

Expenditure Payment Policy (Angelo State University, OP 14.05, 2021)

Department Deposits and Cash Sales Receipt Books (Angelo State University, OP 14.04, 2025)

Purchase of Goods and Services (Angelo State University, OP 54.04, 2023)

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Risk Management Strategies

Alcohol Compliance:

Require all TABC-certified servers

Request security for all events serving alcohol (1 officer for every 100 guests)

Complete alcohol request forms (must be done within 15 business days of the event) for any event serving alcohol. Must submit a prospective guest list for the TABC permit, and ASU leadership must approve/sign off on it.

Accessibility and ADA Compliance:

Include a section for RSVPs where guests can request any accessibility needs they may have (ramp, special chair, interpreter, etc.)

Request any needs when reserving a campus location through the Special Events team.

Event Information Compliance:

Ensure all needed information is listed for any event with a raffle or auction.

Ensure all donors receive information on the use of their gifts or donations, along with tax documents.

Ensure there is correct reporting of all gifts and donations made to the university, with the correct donor personal information disclosed.

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Texas Tech University System Code of Ethical Conduct

As an officer/employee, you should:
• Obey all federal, state, and local laws;
• Put forth an honest effort in your institutional duties;
• Act impartially and not give preferential treatment to any person or organization;
• Adhere to equal opportunity laws, regulations, and policies;
• Avoid acts that create the appearance of violating the law or institutional ethical standards;
and

This code of ethics specifically says that as an employee of the Texas Tech University System, I must obey all federal, state, and local laws and that I should avoid any act that could cause me to violate a law. This also says I must not give preferential treatment to any person or organization, and that I should adhere to equal opportunity laws and regulations, and policies. These ethics are the direct reflection of the laws outlined in this presentation.

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Planning events taught me how legal rules (TABC, ADA, and raffle compliance) directly impact my daily operations.

Following ethical standards ensures donor trust and protects me, the Office of Development and Alumni Relations, and Angelo State University.

Understanding these connections has helped me improve my professional judgment and event planning skills in higher education.

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Apply for TABC permits well in advance (No more than 30 days in advance, but sooner than 15 days before the event).

Hire only TABC-certified servers for alcohol service and ensure servers check all ID's of guests to ensure they are over the age of 21.

Require security for events with alcohol (1 officer per 100 guests).

Request ADA needs from guests and conduct ADA compliance audits for all event spaces.

Ensure raffle/auction activities comply with state laws and university policy.

Provide accurate, IRS-compliant receipts to donors.

Include compliance clauses in all vendor contracts.

Keep detailed documentation of all compliance measures for accountability.