Event Funding exists to foster a more engaging environment on campus and provide safe, fun, enriching activities for the student body. Events funded through this fee should be put on by students, for students. In order to be eligible for Event Funding the club or organization must be registered with the office of Student Organizations and Programming, have a minimum of ten (10) active members, and use their organization’s SunDevilSync account to submit an application. Only listed officers may submit a budget request,
submissions from advisors or general members will not be considered.
NOTE: In order to be eligible for funding, one of the three officers of your club must have attended an appropriations training.
Event Funding is provided on a rolling basis throughout the entire year.
To be eligible to receive event funding, your organization must:
Be registered on SunDevilSync;
Have at least 10 active members;
Be open to all ASU students.
At least one of the top three officers of your club must have attended an appropriations training
Create an Event Page on SunDevilSync
These expenses are commonly funded using Event Funding:
On campus venue rental costs
Stage, lights, & sound equipment
These are prohibited:
Travel costs not included in an honorarium
Off campus venue fees
Alcoholic beverages and tobacco products
Events that are discriminatory
DATES & DEADLINES
Event Funding applications must be submitted well in advance of the event date. As funding is provided on a rolling basis, this gives the Appropriations Committee ample time to review all applications. Additionally, this demonstrates that events have been well thought out and planned.
Amount Requested Application Due
Under $2,000 3 Weeks (21 Days) Before Event
$2,000 - $4,999 4 Weeks (28 Days) Before Event
$5,000 - $9,999 5 Weeks (35 Days) Before Event
More Than $10,000 6 Weeks (42 Days) Before Event
***ALL REQUESTS MUST BE SUBMITTED BY OCTOBER 23rd, 2020***
You must include the "Sponsored by USG" seal on all marketing materials (except t-shirts). You can download the seal below:
Decisions as to whether or not an event will be funded by USG are made by the Appropriations Committee. Because the committee members are expected to exercise a degree of personal discretion and are constrained by a limited budget, it's impossible to outline a set of rules that would determine which events absolutely would or would not receive funding. That being said, by following the general guidelines outlined below, your organization can prepare an application that is more likely to be approved.
Apply early. Applications must be submitted in the required timeframe. Additionally, as applications are reviewed on a first-come, first-served basis, it is encouraged that they be submitted as early as possible to help plan fiscally responsible and well executed events.
Consider relative cost, rather than absolute cost. Suppose you need $10,000 to support an event. While that might seem like a lot of money to ask for, if you expect 10,000 students to attend, at a cost to attendance ratio of 1:1, it's actually incredibly cost effective. It follows that if you only expect 100 students to attend that the application will receive substantially more scrutiny from the Appropriations Committee.
Be substantive. The Appropriations Committee reviews hundreds of applications for events each semester. Many of these applications are for obvious things like food and T-Shirts for attendees. While these are both useful in encouraging attendance, they rarely enhance the substance of an event. Requests for unique speakers or performers, equipment rentals, etc. will enhance the substance of the event and will, therefore, be more likely to be approved.
Make sure the event aligns with the mission of your organization. Consider whether the event make sense for your group to host. It's obviously why the Coffee Club would want to host a coffee tasting event. That being said, if you're the president of the Coffee Club and you'd like to host a seemingly unrelated event, make sure it's clear to the committee why it does, in fact, align with your mission.
Consider the mission, goals, and design aspirations of Arizona State University. ASU's goal is to become the New American University, does your event contribute to this mission? If so, explain how.
Consider educational aspects of the event. Is the purpose of the event purely social or will it engage attendees in an academic or developmental way?
Make it inclusive. We've created a short guide designed to help you create an inclusive event. It's available here.
Collaborate. Whether it's with other organizations on campus or an outside group, demonstrate that your organization has taken.
PLANNING INCLUSIVE EVENTS
It's not possible to design a single event that will be of interest to everyone – that's not the goal of inclusive programming. Inclusion considerations means that the event does not explicitly prohibit any students from attending (i.e. the event is for only one gender, academic majors-only, or preexisting membership in a particular club/organization/group) and that the event is open to any student interested in attending. The goal and the responsibility of members of the ASU community, is to plan events that are free from the barriers that would make any interested individual feel excluded, uninvited or unwelcome at our programs.
With that in mind, consider the following when planning your event:
Financial accessibility to the student body – is there a fee to participate in the activity? If so, what is the purpose of the fee: fundraiser for the club, fundraiser for a philanthropic cause, to help cover the cost of the activity, etc.? If the fee is to cover the cost of the event, consider applying for additional funding from USG rather than charging a fee directly to students.
Physical accessibility to the student body – will students be able to participate regardless of physical or cognitive needs? Have accommodation considerations been made (preferential seating, portable amplification systems, sign language interpreters, captioned media, alternative format printing, physical location accessibility, activity modifications/adaptations, etc.)?
Additionally, we strongly encourage that the following statement be placed on all marketing materials:
If you plan to attend this event and would like to request accommodations, please contact (name of a responsible event organizer) at (phone and email) by (specific date).
If a student reaches out to request an accommodation that your organization is unable to provide, contact the Appropriations Committee to see if it can be provided by either USG or the University.
USGT BUSINESS OFFICE - SLACK CHANNEL
Do you have a question for the USGT Business Office on how to spend your approved budget funds?
You can now contact them without calling or sending an email!
On Slack, click “+” next to “Channels”. Click “Browse channels” and search #usgbusinessoffice. Click “Join”.