Teams & field work
Collecting association membership fees and event payments
Membership fees by link, sales at events and volunteer access: organise payments without mixing amounts or responsibilities.
Published · Rewritten
The essentials
An association may need to collect membership fees remotely, take registrations in person or track event sales. Keep these purposes separate, use the association’s account and give volunteers appropriate access. Check eligibility with the chosen provider.
Membership, registration and sales need different labels
One person may pay an annual membership fee and a one-off activity charge. Use separate requests or a clear breakdown. A reference such as “2026 membership — member 042” helps tracking without unnecessarily exposing personal details.
A payment receipt is not automatically a tax receipt for a donation. Do not present them as equivalent; the association’s tax eligibility and obligations require separate checks.
Before the event: assign responsibilities
Decide who prepares requests, takes payments and can make corrections or refunds. Each authorised volunteer should have their own access. Sharing a login in a conversation makes departures and incidents harder to manage.
For phones, check compatibility, connectivity at the venue and charging. Verify account activation before the event while you still have time to resolve any issue.
After the event: reconcile the takings
Group confirmed payments by purpose and match them to registrations or sales. Handle cash, refunds and pending requests separately. The total of links sent is not the total received.
Remove temporary access that is no longer needed and keep a named person responsible for receipts and questions after the event.
In practice
An open day
Fictional example: annual membership is collected by link before the day, while workshops are paid for in person. Separate descriptions let the treasurer identify each amount even if the same volunteers take both kinds of payment.
Sources and context
References checked on 27 September 2026. The cited providers’ terms are not Blaya’s terms. Legal references concern France.
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