How to legally organize a charity fundraiser in Serbia
A charity fundraiser can help a family, support medical treatment, finance community projects, or respond to an emergency. In Serbia, however, collecting money from the public involves more than opening a bank account and publishing an appeal. The organizer must define the purpose, use an appropriate legal structure, document incoming and outgoing funds, and communicate clearly with donors.
The exact obligations depend on the campaign format. A registered association, informal group, company, public institution, or individual may face different requirements when collecting donations, selling goods for a cause, organizing an event, or using online payment services. The safest approach is to establish the legal basis before asking the public for money.
Organizations that need support with statutes, internal decisions, or civic initiatives can contact NOMCENTAR NGO for information about legal education and access to justice. Early advice can prevent mistakes that become difficult to correct after funds have already been collected.
Define the purpose and organizer
Begin by writing a precise description of the fundraising purpose. It should state who will benefit, what costs are eligible, the target amount, the expected campaign period, and what will happen if the target is exceeded or cannot be used as planned. A vague appeal such as “help this cause” creates uncertainty for donors and for the organizer.
A registered association is often a practical vehicle for a continuing charitable campaign because it can act through its statutory objectives, organizational bodies, and bank account. The association should check that its statute permits activities connected with humanitarian assistance, social protection, health, education, environmental protection, or another relevant public-interest objective. If the campaign falls outside those objectives, the organization should consider whether a statutory amendment or a different partner is needed.
Individuals can sometimes collect support for a specific personal need, but they should not present themselves as a charity or imply that they are authorized to represent an organization. A company may sponsor a cause or organize a promotional campaign, yet it must distinguish a donation from a commercial sale and account for the relevant tax and consumer implications.
Check permits and campaign format
The phrase “charity fundraiser” covers several legally different activities. A public event may involve rules on public gatherings, venue safety, noise, food service, and local approvals. A raffle, prize draw, or similar activity may be treated as a game of chance and require a separate legal review. Selling products and promising that part of the price will be donated can create tax, invoice, advertising, and consumer-protection duties.
Before announcing an event, ask the venue, municipality, accountant, or qualified lawyer which approvals apply. The organizer should also verify whether performers, security staff, caterers, photographers, or payment providers require contracts or licenses. A fundraiser conducted online may avoid some event-related obligations, but it still needs a transparent payment route and accurate public statements.
Do not assume that calling a payment a “donation” removes regulatory duties. A voluntary gift is different from a payment made in exchange for a product, service, membership, ticket, or chance to win a prize. The wording used on posters, websites, social media, and payment pages should match the actual legal and financial arrangement.
Create a reliable money trail
Use a bank account held by the legal organizer whenever possible. Mixing charitable funds with a personal account or with unrelated organizational money makes reconciliation difficult and can undermine donor confidence. The campaign file should include the decision authorizing the fundraiser, the approved budget, agreements with partners, bank statements, invoices, receipts, and a final financial report.
Set out who may approve payments and require supporting documentation for every expense. A two-person approval process is useful for larger payments, while smaller expenses can be handled under a written petty-cash policy. Cash collections should be counted by at least two people, recorded in a signed statement, and deposited promptly. Collection boxes should be numbered, sealed, and opened under a documented procedure.
Donors should receive practical payment instructions: the recipient’s name, bank account, purpose or reference number, campaign deadline, and contact for questions. If donations are made through an online platform, confirm who legally receives the funds, what fees are deducted, when the money is transferred, and whether the provider issues the required payment records.
| Fundraising method | Main compliance focus | Useful evidence |
|---|---|---|
| Bank transfers | Correct account, payment purpose, reconciliation | Statements, donor reports, campaign ledger |
| Cash collection | Secure boxes, counting, prompt deposit | Handover records, counting forms, deposit slips |
| Online platform | Provider terms, fees, identity of recipient | Platform reports, transfer confirmations |
| Charity event | Venue, safety, contracts, possible local approvals | Permits, supplier invoices, attendance records |
| Product sale or raffle | Tax, consumer, advertising, and games-of-chance rules | Invoices, terms, approvals, sales records |
Protect beneficiaries and donor data
A fundraising story should be truthful, proportionate, and respectful. Obtain informed consent before publishing a beneficiary’s name, photograph, medical information, address, or personal circumstances. Children and adults who may be vulnerable require especially careful handling. The campaign should explain who has authority to give consent and how consent can be withdrawn where applicable.
The Serbian Law on Personal Data Protection may apply to donor lists, email addresses, telephone numbers, payment references, photographs, and beneficiary records. Collect only information that is genuinely needed, limit access, protect digital files, and state how long records will be kept. Do not publish a full list of donors unless there is a lawful basis and a clear reason to do so.
Public explanations should avoid exaggerated promises. If funds may cover only part of a treatment or project, say so. If a campaign may be redirected to a similar purpose, disclose that possibility before collecting donations. Guidance on sensitive family matters, such as the legal steps for adopting a child, also illustrates why personal circumstances should be handled with accuracy and care.
Publish clear campaign terms
A written campaign notice should identify the organizer, legal status, contact details, purpose, duration, target, payment instructions, expected costs, and reporting plan. It should explain whether a donation is refundable, how an overpayment or surplus will be treated, and whether a partner organization will receive or administer the funds.
Marketing materials must not suggest that a public authority, medical institution, or established nonprofit supports the campaign unless that relationship actually exists. If another organization is collecting money on behalf of the beneficiary, use a written agreement covering responsibilities, data sharing, permitted expenses, reporting, and what happens if the campaign ends early.
Keep copies of every version of the appeal, including social media posts and digital advertisements. Screenshots, publication dates, invoices for advertising, and correspondence with partners can be important if a donor, regulator, or beneficiary later asks how the campaign was conducted.
Close the campaign responsibly
At the end of the campaign, reconcile the total collected with bank and cash records. Prepare a short public report showing income, payment-provider fees, administrative costs, transfers to beneficiaries or suppliers, and the remaining balance. Personal data should be removed or anonymized from the published version unless disclosure is justified and lawful.
Pay only documented, eligible expenses. If the campaign received more money than necessary, follow the policy announced at the start. The surplus may be transferred to a related humanitarian purpose, returned where legally and practically possible, or retained for a stated program. A change of purpose should be communicated before the funds are used.
Store accounting records, contracts, consent forms, and reports for the periods required by applicable law and the organization’s internal policies. An accountant can help determine tax treatment, especially where the fundraiser includes sales, sponsorship, employment payments, imported goods, or cross-border transfers.
Practical compliance measures
- Adopt a written decision approving the campaign, naming responsible persons and defining the authorized purpose.
- Use a dedicated or clearly identifiable bank-account process and reconcile every donation with supporting records.
- Check whether the event, raffle, sale, public gathering, or online payment method requires additional approval or tax treatment.
- Obtain consent before publishing beneficiary information and apply appropriate personal-data security measures.
- Publish a final financial and activity report, including the treatment of surplus funds and campaign expenses.
A well-organized fundraiser protects the beneficiary, the donor, and the organization collecting the money. Before launching a public appeal in Serbia, gather the relevant documents, verify the campaign format, and obtain professional guidance where the facts are complex. Contact NOMCENTAR NGO for accessible legal information and support in building a transparent, accountable fundraising process.