Private Organizations

General Information

Private Organizations or special interests groups are not part of the Air Force or DoD. If approved by the Installation Commander, private organizations may operate on the base in strict accordance with their approved constitution and bylaws. Private Organizations may not use the official name (in part) or status of any DoD organization or activity. Private Organizations are solely liable for their operations and cannot use DoD facilities or assets for business opportunity. Private Organizations can be asked to reimburse the AF for dedicated use of DoD assets, such as meeting rooms. Private Organizations are not authorized to use government copiers or printing resources. Private Organizations may not present themselves as part of the AF to obtain sponsorship of organizational activities. Private Organization are authorized to conduct two 'public' fundraisers a quarter, all other sales are to be 'purchase sharing' among the Private Organization's membership only.

Organizations/clubs that earn or retain assets that average in excess of $1000 per month during any quarter must request permission to operate on Wright-Patterson. Private Organizations are not allowed to compete with AAFES or Force Support activities.

Force Support Squadron NAF activities, like Bowling, Golf, Clubs, are not authorized to "donate or provide" merchandise or fee based services to any organization or special interest group. NAF activities can provide special incentives that encourage increased business opportunity for the activities.

Private Organizations

Private Organizations (POs) are self-sustaining special interest groups set up by individuals acting exclusively outside the scope of any official Air Force duties.

Air Force Instructions (AFI) 34-223, Private Organizations Program, 13 Dec 2018, and AFI 36-3101, Fundraising, 9 Oct 2018, govern POs and fundraising activities in the Air Force.

Unofficial Activities (UAs) such as coffee funds, water funds, and sunshine funds are not considered Private Organizations (POs) unless current assets, excluding inventory, exceed a monthly average of $1,000.00 over a three (3) month period. For questions about whether or not your UA should become a registered PO, please contact 88 FSS (). Air Force Instructions (AFI) 34-223, Private Organizations Program, 13 Dec 2018, AFI 36-3101, Fundraising, 9 Oct 2018, and the Joint Ethics Regulation (JER), DoD 5500.07-R, Section 3-210, govern UA fundraising activities in the Air Force.

New Private Organizations are required to submit the following to us for PO Approval.

  • Request to Establish (Request to Estab PO)
  • Request for Name Approval (Request PO Name Approval)
  • Request for Insurance Waiver or copy of Insurance Policy (Insurance Waiver Request)
  • Constitution/By-Laws (Sample Constitution – Bylaws)
  • Listing of PO Officers (Sample Executive Officers)
  • Membership Financial Liability Memo (Membership Financial Liability Doc)
  • Bank Statement/Budget Quarterly (Sample Budget)
  • Meeting Minutes
  • AFI 34-223

Forms & Downloads

All forms, applications AFI’s and publications you made need are available in the Private Organizations Docuemnt Library. Please feel free to contact us if you have any questions that are not covered by the FAQ below.

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Frequently Asked Questions

What is a private organization (PO)?
According to AFI 34-223, “POs are self-sustaining special interest groups, set up by people acting exclusively outside the scope of any official capacity as officers, employees, or agents of the Federal Government. They operate on Air Force Installations with the written consent of the installation commander. POs are not Federal entities and are not to be treated as such.”
What is the difference between private and unofficial organizations?
AFI 34-223, paragraph 2.2: “Small unofficial activities, like coffee funds, flower funds, sunshine funds, and other small operations are generally not considered POs. However, if their current assets (which include cash, inventories, receivables, and investments) exceed a monthly average rate of $1,000 over a 3-month period, the activity/organization must become a PO, discontinue on-base operations, or reduce its current assets below the $1,000 threshold. While unofficial orgs. are required to become a registered PO with FSS Resource Management once the $1,000 threshold is met, they do have the option to become a PO beforehand, if they wish.
How do we become a private organization?
A contact person from the executive board of your organization must contact the resource management office to set up a training session, about five to 10 minutes long. The office collects your constitution and bylaws and forwards them to the 81st Mission Support Group commander for approval. After the approval process is complete, the remaining documents are collected.
What are Unofficial Activities?
These are coffee funds, flower funds, sunshine funds and other small operations that are generally not considered Private Organizations (PO’s).

Unofficial Activities are authorized to conduct fundraisers just like regular private organizations (two per quarter, per calendar year) and are entitled to a bank account. Groups of this nature may not exceed a monthly average of $1,000 over a three-month period. If this is the case, the activity/organization must become a PO, discontinue on-base operations, or reduce its current assets below the $1,000 threshold.
What are the rules about Fundraisers?

Private organizations and unofficial activities are authorized two fundraisers per quarter, per calendar year. For example: two are allowed from Jan-Mar, two from Apr-Jun, two from Jul-Sep and two from Oct-Dec.

Please be aware that all fund raisers whether they are within your organization or public count against your two per quarter quota and must be approved by the Private Organization Office.

Download and complete the applicable forms and add all necessary information, obtain facility or building manager approval before submitting your request.  Ensure you allow at least two weeks lead time and that you are aware that you will not be authorized to begin advertising until you request has been approved.

Is there anything else I need to know?

All requests, advertising and any private organization correspondence requires the following disclaimer as a footer: “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 e-mail to advertise private organization events or information.

Private Organizations may not conduct games of change, lotteries, raffles or other gambling type activities except as provided in AFI 34-223 paragraph 10.16 and unofficial activities/organization may not conduct any of the above under any circumstances.

Fundraising

The Air Force Instructions related to fundraising and private organizations have been substantially revised, and provide different guidelines for fundraisers on base depending on whether the fundraiser is for a registered private organization or an unofficial unit-affiliated activity. In addition, most fundraisers taking place on WPAFB must be approved in advance by the Installation Commander’s representative. For more information or questions, please consult AFI 34-223, Private Organizations Program, 13 Dec. 2018, AFI 36-3101, Fundraising, 9 Oct. 2018, or contact the 88 FSS Private Organizations Monitor at:

 

For fundraising approval, read the information sheet that is specific to your organization affiliation, complete request form and submit to: . The approval process can take up to 20 business days, please plan accordingly.

  • Fundraiser Request Form
  • Unofficial Activity (UA) Fundraiser Information
  • Private Organizations (PO) Fundraiser Information
  • AFI 36-3101

Fundraisers should not coincide with or detract from the Air Force Assistance (Fund AFAF )Campaign or Combined Federal Campaign.

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