My page

Overview of Creating a Private Organization (PO) for Your Unit

We understand that many units on base at Fairchild Air Force Base are interested in establishing Private Organizations (POs) to better organize events, support unit initiatives, and raise funds for various activities. We wanted to provide you with some valuable information about POs and how to get started on this exciting journey.

A Private Organization is essentially a self-sustaining special interest group, formed and operated by individuals exclusively outside the scope of any official capacity they may hold in the federal government. Importantly, POs are not Federal entities and should not be treated as such. This distinction allows for greater autonomy and flexibility in achieving your unit's specific goals.

Overview of Creating a Private Organization (PO) for Your Unit

Creating a PO for your unit can be a rewarding experience, allowing you to take an active role in shaping and enhancing the experiences of your fellow base members. Whether it's organizing events, supporting charitable initiatives, or providing much-needed resources, a PO can serve as a powerful vehicle for positive change.

Here are some key points to consider when contemplating the formation of a PO

Funding and Assets: PO assets consist of monies and property held within the organization or under its custody. These assets can come from a variety of sources, including donations, dues, payments, or other receipts. It is essential to manage these resources responsibly, ensuring they are not misused or combined with non-appropriated fund instrumentality (NAFI) assets.

Formal vs. Unofficial: If your unit is planning unofficial activities with limited assets (under $1,000), you may be exempt from establishing a formal PO. However, forming a formal PO can offer several benefits, such as greater coordination, accountability, and support for your unit's mission.

Positive Contribution: A primary goal of any PO should be to make a positive contribution in terms of morale or service to the installation personnel. This aligns with the broader mission of enhancing the well-being and sense of community among base members.

Membership Eligibility: Membership in a PO should primarily be extended to members of the Department of Defense (DOD) family, fostering a sense of camaraderie and support among those who understand the unique challenges and experiences of serving our nation.

Operating on Fairchild AFB: To operate on Fairchild AFB, you will need the permission of the Mission Support Group Commander (MSG). Oversight authority for POs on base has been delegated to the 92 Force Support Squadron, located at 7 W Arnold in Bldg 2040. This squadron will ensure that your PO complies with Air Force Instruction (AFI) 34-223, providing guidance and support along the way.

Private Organization Rules and Guidelines

Private Organizations (POs) are essential to fostering community engagement, supporting unit initiatives, and promoting the well-being of our installation personnel. To streamline the establishment and operation of POs, there are two distinct categories: Informal and Formal. Below are the rules and guidelines for each type:

    Informal Private Organizations

  • Approval: Informal POs do not require the approval of the Mission Support Group Commander (MSG Commander). They can be established independently by interested individuals or units.
  • Financial Threshold: To qualify as an Informal PO, the organization must maintain an average monthly balance of less than $1,000 over a three-month period. This financial threshold ensures that Informal POs operate on a smaller scale and with limited resources.
  • Informal Operation: Informal POs are characterized by their informal operation. They have flexibility in their activities and are not required to meet all the formal regulations outlined in AFI 34-223.
  • Autonomy: Informal POs enjoy a higher degree of autonomy in their decision-making and activities but must still adhere to responsible financial practices and ethical conduct.

    Formal Private Organizations

  • Approval: Formal POs require the approval of the Mission Support Group Commander (MSG Commander) to operate on Fairchild Air Force Base. This approval is necessary to ensure compliance with base regulations and responsible management of resources.
  • Financial Threshold: To qualify as a Formal PO, the organization must maintain an average monthly balance of more than $1,000 over a three-month period. This higher financial threshold reflects the increased scale and impact expected from Formal POs.
  • AFI 34-223 Compliance: Formal POs must fulfill all the requirements outlined in Air Force Instruction (AFI) 34-223, which governs the establishment, operation, and oversight of POs. Compliance with AFI 34-223 is crucial to maintaining the integrity and transparency of Formal POs.
  • Accountability: Formal POs are subject to greater accountability and oversight to ensure the responsible management of funds, assets, and activities. They must maintain accurate financial records and follow ethical and legal practices.
  • Mission Alignment: Formal POs are expected to align their activities and objectives with the mission and values of Fairchild Air Force Base, contributing positively to the morale and well-being of installation personnel.
  • Oversight: Oversight authority for Formal POs has been delegated to the 92 Force Support Squadron, located at 7 W Arnold in Bldg 2040. This squadron will provide guidance, support, and oversight to ensure Formal POs operate in accordance with AFI 34-223 and base regulations.

Both Informal and Formal POs play a valuable role in enhancing the quality of life on base and fostering a sense of community among Department of Defense (DOD) family members. We encourage interested individuals and units to consider the type of PO that best suits their goals and resources, keeping in mind the rules and guidelines outlined above.

Unofficial Organizations & Requests Guidelines

Unofficial Organizations, small-scale operations/activities such as booster clubs, coffee, and flower funds, as well as snack bars within break areas, play a significant role in fostering camaraderie and supporting the morale of our installation personnel at Fairchild AFB. To ensure the smooth operation of these initiatives and fundraising campaigns, the following guidelines are provided:


Unofficial Organizations Guidelines

Definition: Unofficial Organizations encompass a range of small-scale activities, including booster clubs, coffee funds, flower funds, and similar initiatives that aim to enhance the quality of life for our base members.

Requests Guidelines Snack Bars: Snack bars located within break areas are permitted on the base. However, there are specific regulations that must be followed:

  • Inventory Value: The inventory value of a snack bar must be maintained at less than $1,000. This limitation ensures that snack bars remain small-scale operations.

  • Use of Proceeds: Proceeds generated from the snack bar may only be used to sustain the snack bar itself. They cannot be used for other purposes and should be reinvested in the operation.

  • Limited Access: Snack bars within break areas are not open to the public. They are intended for the convenience and enjoyment of base personnel.

  • Registration: All snack bars must be registered as an unofficial activity with the appropriate base authorities to ensure compliance with regulations.

Fundraising Campaign Guidelines

Fundraising campaigns within the Air Force come in two official forms:

  • Combined Federal Campaign (CFC)
  • Air Force Assistance Fund (AFAF)
  • Additionally, there is one official food drive known as "Feds Feeding Families.

These official campaigns have established procedures and guidelines and may be conducted by designated representatives.

Private and Unofficial Organizations: With the exception of the aforementioned official campaigns (CFC, AFAF, and Feds Feeding Families), all other fundraising activities and drives on base can only be conducted by private or unofficial organizations that are in good standing.

These guidelines are designed to ensure that unofficial organizations and fundraising activities operate smoothly, maintain transparency, and align with base regulations. We encourage the establishment and operation of these initiatives to enhance the well-being of our base community. For specific guidance or assistance related to unofficial organizations or fundraising activities, please contact the relevant base authorities.

Your commitment to fostering a positive and supportive environment at Fairchild Air Force Base through these unofficial organizations and activities is highly appreciated.

We look forward to working with you and your organization! If you have any questions pertaining to POs, unofficial organizations, or anything you see below, please contact Resource Management at (509) 247-2545.

Process to Apply as a Private or Unofficial Organization

We appreciate your interest in establishing a Private or Unofficial Organization (PO) to contribute positively to our Air Force community. To ensure a smooth application process, we have outlined the steps for your organization to follow:

    Step 1: Familiarize Yourself with Regulations

    Before proceeding with your application, it is essential to become familiar with the Air Force-wide regulations governing Private Organizations (POs) and fundraising activities. The primary references are:

  • AFI 34-223, Private Organizations Program (13 Dec 2018): This document provides comprehensive guidelines for the establishment and operation of POs on Air Force installations.
  • AFI 36-3101, Fundraising (9 Oct 2018): This AFI offers guidance on fundraising activities within the Air Force.
  • Joint Ethics Regulation (JER), DoD 5500.07-R, Section 3-210: This section of the JER governs unofficial activities (UAs) fundraising activities in the Air Force.

    Step 2: Determine Your Organization Type

    Decide whether you wish to establish a Formal or Informal Private Organization. Your choice will depend on your intended scale of operations, financial resources, and adherence to AFI 34-223 requirements.

  • Formal Private Organization: Requires approval from the Mission Support Group Commander, compliance with AFI 34-223 requirements, and maintaining more than $1,000 as a monthly average over a three-month period.
  • Informal Private Organization: Does not require MSG Commander approval, operates informally, and maintains less than $1,000 as a monthly average over a three-month period.

    Step 3: Prepare Required Documentation

    Depending on your organization type, you will need to gather the following documents:

    For Formal Private Organizations:

  • Request to Establish: Prepare a formal request to establish your Formal PO. This document should include details about your organization's purpose, objectives, and planned activities.
  • Request for Name Approval: Submit a request for approval of your organization's name, ensuring it complies with Air Force guidelines.
  • Request for Insurance Waiver or Insurance Policy: Depending on your organization's activities, you may need to request an insurance waiver or provide a copy of your insurance policy.
  • Constitution/By-Laws: Draft and formalize your organization's constitution and bylaws in accordance with AFI 34-223 requirements.
  • Listing of PO Officers: Provide a list of your organization's officers, including their contact information and roles within the organization.
  • Membership Financial Liability Memo: Ensure that members understand their financial responsibilities within the organization and have signed a Membership Financial Liability Memo.
  • Bank Statement/Budget Quarterly: Maintain accurate financial records, including bank statements and budgets, and submit these documents quarterly.
  • Meeting Minutes: Keep records of your organization's meeting minutes to demonstrate transparency and accountability.
  • For Informal Private Organizations:

  • Basic Information: Gather basic information about your Informal PO, including its objectives and operational plan.

    Step 4: Submission of Application

    Submit your application and the required documentation to the appropriate base authorities. Specific submission guidelines may vary based on your organization type and local base procedures. To facilitate this step, please contact Resource Management at (509) 247-2545 for guidance on the submission process.

    Step 5: Await Approval and Oversight

    Once your application is submitted, await approval and oversight from the relevant base authorities. For Formal Private Organizations, this includes approval from the Mission Support Group Commander. Oversight authority for both types has been delegated to the 92 Force Support Squadron.

    Step 6: Compliance and Operation

    Ensure that your organization complies with all relevant regulations, including AFI 34-223 and AFI 36-3101. This includes responsible financial management, ethical conduct, and alignment with the base's mission and values. We are excited to work with you and your organization and look forward to the positive contributions you will make to our Air Force community. If you have any questions or need further guidance related to POs, unofficial organizations, or fundraising activities, please do not hesitate to contact Resource Management at (509) 247-2545.


How are we doing?

Share your feedback about this facility through the Interactive Customer Evaluation (ICE) Website.

Private & Unofficial Organizations

7 W. Arnold St., Fairchild AFB, WA 99011

(509) 247-2545

Hours of Operation
Mon - Fri .......................... 8 am - 4 pm
Sat - Sun .......................... Closed