Incorporation Information

All Independent Units (excluding college and university units) will be required to provide proof of nonprofit incorporation in their home state in the form of a certificate of good standing. High school units electing to compete in independent classes will need to provide proof of incorporation from a sponsoring organization such as a booster club or other supporting body. Please contact the WGAZ for additional guidance.

Incorporation Requirements

Each unit must submit proof of nonprofit incorporation from their state in the form of a current certificate of good standing. A certificate of good standing for a corporation, also known as a certificate of status or certificate of existence, is a document that verifies that a corporation is legally registered in their home state and is authorized to conduct business. The certificate is issued by a government authority, usually the Secretary of State, and shows that the corporation has met all requirements, including filing reports and paying fees.

This documentation should be uploaded in the Director’s Dashboard in Competition Suite. Units required to be incorporated and not fulfilling this requirement by January 1, 2025, will be denied participation in WGAZ events.

Though it may seem daunting initially, with numerous resources available to help, it doesn’t have to be. In most states, incorporating an organization does not require costly attorney fees, and incorporation happens quite regularly without any professional guidance at all. That said, there is no replacement for sound legal advice. If your unit can afford an attorney and want advice, contact a licensed attorney in your state.

There is a wealth of resources on the internet, including professional companies such as LegalZoom, that also offer this service.

BASIC STEPS OF INCORPORATION

Incorporating is a state level activity and requirements vary by state. It is important to check with your state’s specific rules and regulations, but here are some common incorporation steps:

  • Apply for an Employer Identification Number (EIN) is also known as a Federal Tax Identification Number used to identify a legal business or organization. You may apply for an EIN in various ways, including applying online. A free service offered by the Internal Revenue Service, you can get an EIN immediately. You should check with your state to ensure you need a state number or charter.
  • Search for the name of your unit to incorporate under on your Secretary of State website. Every corporation has a unique legal name in the state of incorporation. One requirement is to include “Inc.” or “Corp.” in all formal correspondence and legal documents – this varies by state.
  • Draw up corporate by-laws. This will be a legal outline of how the corporation is run. Great care must be taken to cover all the bases in the by-laws. Legal issues can be avoided when the ruling document is clear and addresses common issues.
  • Appoint independent directors of the corporation. These required positions also vary in number by State (usually a minimum of three).
  • File Articles of Incorporation with state authorities. The state in which a unit is incorporated will determine the actual forms. Filing fees are usually under $500.

RESOURCES BY STATE

The process of incorporation differs from state to state. Units should research requirements with their Secretary of State to obtain more detailed information. The information below is subject to change and is not intended as legal advice.

EXPLORE YOUR STATE’S INCORPORATION GUIDELINES HERE!

Additional Resources

SCORE is a nonprofit organization dedicated to helping small businesses and organizations get off the ground, grow, and achieve their goals through education and mentorship. This organizations, supported by U.S. Business Administration, provides mentoring, access to tools and templates as well as workshops.

Are WGAZ Independent Units Required to be 501(c)3?

No. The terms nonprofit and 501(c)(3) are often used interchangeably, but they all mean different things. Nonprofit means the entity, usually a corporation, is organized for a nonprofit purpose. 501(c)(3) means a nonprofit organization that has been recognized by the IRS as being tax-exempt by virtue of its charitable programs.

Units may apply for 501(c)(3) status and the benefits that come with that designation should they choose depending on what is best for their situation, but it is not required to fulfill the incorporation requirement.

For more information, visit the Internal Revenue Service website.

INCORPORATION FAQS

WHEN DOES MY GROUP HAVE TO BE INCORPORATED?
  • All units participating in the Independent classed must provide proof of incorporation to WGAZ by January 1, 2025.
  • Medical Expense is within your General Liability policy and is a no fault medical insurance for any spectators or non-performing participants, non-staff. No lawsuit needs to be filed for this limit to cover these types of “slip & fall”, bodily injury incidents.
DOES MY UNIT HAVE TO BE A 501(C)3 ORGANIZATION AS DEFINED BY THE INTERNAL REVENUE SERVICE?
  • No. Groups may pursue a 501(c)(3) designation, but it will not be required by WGI to participate in our events.
IF MY ORGANIZATION HAS MULTIPLE UNTS, DOES EACH GROUP NEED TO BE SEPARATELY INCORPORATED?
  • No. An organization may have separate entities under one incorporated entity. Check with your Secretary of State for your situation.
HOW DO I SEND PROOF OF INCORPORATION FOR MY UNIT?
  • Proof of incorporation is not required for the 2024 season. WGAZ will begin accepting documentation beginning next summer to satisfy the January 1, 2025, deadline.