Fundraiser Guidelines
Thank you for partnering with Holiday Oil! These guidelines help ensure a successful and transparent fundraising experience for your organization and our team.
Overview
Holiday Oil is committed to supporting local organizations through fundraising opportunities that make a positive impact in our communities. These guidelines outline the process, expectations and responsibilities for participating in any fundraising opportunity.
Eligible Organizations
We partner with nonprofit organizations, schools, and community groups that align with our mission and values.
- Must be a registered 501(c)(3) nonprofit, school, or recognized community group
- Must serve our local communities
- Must submit a complete application and be approved prior to the event
Event Types & How They Work
We offer four ways to fundraise with Holiday Oil. Pick the one that fits your group — or combine a couple to maximize your earnings.
Earn 15% of in-store sales and $0.15 per gallon of fuel sold during your 3-hour event window.
- 1Apply and get approved for a date, time, and Holiday Oil location.
- 2Promote the event to your supporters ahead of time — Organization volunteers are not permitted on site the day of the event.
- 3Holiday Oil tracks in-store sales and fuel gallons during your 3-hour window.
- 4Holiday Oil calculates your earnings and issues payment after the event.
Earn up to 50% of proceeds from car wash sales at your approved event.
- 1Apply and get approved for a date, time, and Holiday Oil location.
- 2Your volunteers may be on site the day of the event to greet customers and drive traffic in.
- 3Holiday Oil tracks car wash sales during your event window.
- 4Holiday Oil calculates your share (up to 50%) and issues payment after the event.
Sell car wash coupons, donut punch cards, and fountain drink cards. Pay upfront, or use our no-cost 30-day agreement.
- 1Apply and choose any combination of car wash coupons, donut punch cards, and fountain drink cards.
- 2Choose a payment option: pay upfront at wholesale cost and keep 100% of what you sell, or use our 30-day agreement with no upfront cost.
- 3Pick up your cards at Holiday Oil headquarters in Draper, UT. 30-day agreements are signed in person at pickup.
- 4Sell the cards to your supporters. With the 30-day agreement, return any unsold cards within 30 days and we'll invoice only what was sold.
Reserve popcorn, roller grill, cotton candy, slushie, and sno-cone machines to boost your fundraiser.
- 1Apply and let us know which machines you'd like to reserve and your event date.
- 2We confirm availability and rental details for your event.
- 3Pick up your equipment before your event and return it after — instructions and supplies are provided at pickup.
- 4Use the equipment to draw more supporters to your fundraiser or community event.
*Details and participation may vary by location. All events are subject to approval.
Financial Details
We believe in transparency and accountability. These financial guidelines ensure a smooth and successful fundraising experience for both your organization and Holiday Oil.
Earnings Structure
- •Your organization earns 15% of in-store sales and $0.15 for every gallon of fuel sold during your 3-hour event.
- •Earnings are based on total sales during your scheduled event time.
- •Your organization earns up to 50% of the proceeds from car wash sales.
- •Earnings are based on total car wash sales during your event window.
Minimum payout threshold: Your event must raise at least $100 for Holiday Oil to issue a payout. If a Night at Holiday or Car Wash Fundraiser earns less than $100, no check will be issued for that event.
Payout Information
Funds are issued within 45 days after the event date.
Payments will be made by check.
A completed W-9 form is required prior to payment.
Funds must be used to support your organization's mission and activities.
We value honesty and integrity. Your organization may be asked to provide a brief summary of how funds were used and the impact they made in your community.
Our Community Engagement team is here to help! Reach out with any questions about earnings, payouts, or documentation requirements.
Promotion & Marketing
Successful fundraisers depend on strong promotion. Your organization is responsible for spreading the word to supporters, families, and the community.
- Promote your event through social media, email, flyers, and school/team newsletters.
- Holiday Oil will provide a marketing toolkit including printable flyers and social graphics.
- Please share your promotional plan during the application process.
- All promotional materials referencing Holiday Oil must be approved before distribution.
Event Responsibilities
Your organization is responsible for the following during your fundraiser:
Car Wash Fundraisers
- Volunteers are welcome on site the day of the event to greet customers and help drive more traffic in.
- Actively invite supporters to visit the location during your scheduled event window.
- Follow all Holiday Oil location policies and store staff instructions.
- Ensure volunteers are respectful, professional, and appropriately dressed.
- Provide a designated point of contact who will be onsite during the event.
Night at Holiday Events
- Volunteers from your organization are NOT permitted on site at the store the day of your event.
- Promote heavily beforehand — social media, email, flyers, and word of mouth are what drive sales during your 3-hour window.
- Posters or flyers may be dropped off at the store the night before your event to be displayed during the event. Let the store know whether you'd like to pick them up afterward or have staff discard them.
- If you drop off signs the night before your event, you are responsible for bringing everything needed to display them (tape, stakes, zip ties, etc.).
- Actively invite supporters to visit the store during your scheduled event window.
- All promotional materials referencing Holiday Oil must be approved before distribution.
Holiday Oil Responsibilities
Holiday Oil is committed to setting your fundraiser up for success:
- Confirming your event date, time, and location.
- Providing a marketing toolkit with pre-designed materials.
- Tracking sales during your scheduled event window.
- Calculating your earnings and issuing payment per our payout schedule.
- Assigning a Community Engagement contact to support you before, during, and after your event.
Guidelines & Restrictions
- Events must be approved in advance. Unapproved fundraisers are not permitted.
- Political campaigns, religious organizations, and individuals are not eligible.
- Alcohol, tobacco, and illegal products are prohibited.
- Holiday Oil reserves the right to cancel or deny any request that does not align with our values.
Request & Approval Process
- 1Submit your online application at least 3 weeks before your desired event date.
- 2Our Community Engagement team reviews your request within 5 business days.
- 3Once approved, we'll confirm your date, location, and event details.
- 4You'll receive your marketing toolkit and a pre-event checklist.
- 5Host your event — we'll handle sales tracking and reporting.
- 6Receive your payout within 45 days after your event.
FAQs
We recommend applying at least 3 weeks before your preferred event date.
Yes — Night at Holiday and Car Wash Fundraiser events must raise at least $100 for Holiday Oil to issue a payout. If your event earns less than $100, no check will be issued.
Yes — many organizations combine punch card sales with a Night at Holiday event to maximize their earnings.
Use the question form at the bottom of the Communities page and our Community Engagement Specialist will get back to you.
Contact Us
We're here to help! Contact our Community Engagement team.
Holiday Oil appreciates your dedication to our community. Together, we can make a difference!