Private Organizations

What is a Private Organization or Unofficial Activity?

  • Squadron Booster Clubs
  • Unit Advisory Committees
  • Spouses clubs
  • Professional Groups/Organizations
  • Special Interest Groups
  • Coffee / Snack / Flower Funds
  • Sunshine Funds
  • Small Operations

The above are common examples of Private Organizations (PO) or Unofficial Activities (UA). AFI 34-223 refers to these groups as “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. Non-Federal entities are not entitled to DoD support.”

Unofficial Activities are small operations (snack, flower, sunshine funds, etc.) are generally not considered POs but are still required to follow the same rules as a PO, including submitting a UA request memo to be kept on file at the 51 Forces Support Squadron Resource Management office (51 FSS/FSR). “However, if their current assets (which include cash, inventories, receivables, and investments) exceed a monthly average 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.”

POs and UAs are private and not an official Air Force activity. Per AFI34-223, Paragraph 11.1.3 “The use of Government equipment and systems for other than official purposes is extremely limited. Government systems (daily bulletin boards and or electronic public folders) may be used to provide notice of unofficial off-installation fundraising campaigns and volunteer requests if approved by the Installation Commander. In no event should official email, mail, computers, copiers, BITS, etc., be used to provide notice of these type of activities.”

To establish a PO, the Installation Commander must authorize the operation. POs are required to submit all documentation to the Private Organization Monitor at 51FSS.FSR@us.af.mil for establishment and annual review requests.

Required Documentation

1. Constitution & By-Laws (update every 2 years)
2. Insurance Waiver Request or Copy of Liability Insurance Policy (update yearly)
3. Liability Acknowledgement signed by all of PO members (update yearly)
4. The most Current Meeting Minutes (update yearly)
5. Income and Expense Financial Statement and Budget Statement (update yearly)
6. The latest listing of governing officers that includes position of PO, name, phone number, e-mail address, deros (any changes for PO officers need to update)

*POs are required to e-mail all correspondence to the Private Organization Monitor at 51 FSS.FSR@us.af.mil

∗ Private Organization Document Templates
Constitution & Bylaws
Insurance Waiver Request
Insurance Waiver Acknowledgement
Budget Statements (Sample)
Listing of PO officers (Sample)
– PO creates their own Meeting Minutes, Financial Statement, and List of PO officers

All Club Leaders must complete the Unofficial Activity Status Memo and forward it to the Private Organization Coordinator Ms. Yuju Han via email at yuju.han.kr@us.af.mil. DSN 784-8474 | COMM 0505-784-8474

∗ Unofficial Activity
Unofficial Activity Letter

∗ Fundraiser Request Document Templates
Fundraiser Request Form
Food Sales Request Form (Only for food handling)

∗ Instruction for Fundraising Request
Application Procedure (Normal Events)
Application Procedure (Liberty Fest)

∗ PO Regulations and Supporting Documents
Private Organization Guide
Risk Assessment Form
AFI 34-223, Private Organization Program
AFI 36-3101, Fundraising
DoD 5500.7-R, JER
DoDI 1020.02E, Diversity Management and Equal Opportunity in the DoD
Limited Delegation of Authority
Commissary Privileges for Private Organization