The Event Funding Process - ASuop by pptfiles

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									THE EVENT FUNDING BOARD
HOW TO GET FUNDING
 Register with the Office of Student Leadership
  & Involvement located on the 2nd Floor of the
  New University Center
 Submit the proper request form
     Event Funding Request Form
     Club Contingency Request Form
     Conference Funding Request Form

   Present budget before the Event Funding Board
    or ASuop Senate
THE EVENT FUNDING PROCESS

 Complete and turn in a TYPED Event Funding
  Request Form with an attached Line Item
  Justification to the Office of Student Leadership
  & Involvement by October 24th
 Sign up for a hearing time

 Present budget before the Event Funding Board

 Receive budget allocation
EVENT FUNDING REQUEST FORM

 Request is complete and TYPED
 Organizations name, officer name, phone
  number, e-mail, and signatures are complete
 Advisors name, phone, and signature are
  complete
 Attached is a Line Item Justification for EACH
  event/line item
EVENT FUNDING REQUEST FORM

 List sources in income for the events in the
  “Income” section
 List all projected expenses for the events in the
  “Expense” section
 Subtract Total Income from Total Expenses and
  the end number will be the Total Request
  amount
                                                                                            For Official Use:

                                                                                             Date Received
                              students serving students
                                                                                        ASUOP Treasurer
                Event Funding Request Form
                                                                   This Semester Next Semester
                                                                                                        Allocated
                                                                      Budget        Budget
 Community Service INCOME          Line Item Description                 In Whole Dollars
         Club         A.    COP Deans Office                                     $            50.00
 Organizations Name B.
                      C.
      Club Code       D.
    Tony Madrigal     E.
Officer's Name (type) EXPENSES        Line Item Description
 Tony Madrigal 1.            Movie Night                                         $           145.00
 Officer's Signature* 2.     Pizza Party                                         $           180.00
      555-5555        3.
   Officers Phone     4.
a_madrigal@pacific.e 5.
         Email        6.
      9/27/2008       7.
         Date         8.
                      9.
                      10.
      Jason Velo      11.
Advisor's Name (type) 12.
    Jason Velo        13.
 Advisor's Signature* 14.
      555-5556        15.
   Advisor's Phone    16.
      9/27/2008       17.
         Date         18.
                      19.
                      20.
                      Total Expense Add expense figures here       $      -      $          325.00 $            -
                      Total Income      Add income figures here    $      -      $           50.00 $            -
                      Total Request Subtract expense from income   $      -      $          275.00 $            -
LINE ITEM JUSTIFICATION

 Brief description of the club
 Brief description of the events
     Historyof the event
     Admission charge. If yes, the amount

     Estimated student attendance

   Event budget break down
     How   you arrived at the figures listed
Community Service Club

Our club is a community service organization who does charitable acts within the community. We want to provide
to the student a more enjoyable experience by presenting new and exciting activities.

Line Item Justification

Income:
COP Dean's Office - Donation                                                            $50.00
   Total Income                                                                                     $50.00

Expenses:
Movie Night
We will be holding a movie night where we will show a movie about our community. All students are welcome to
attend and we anticipate 60 students will show up. Our goal is to increase awareness of our community.
   Flyers (200 @ $0.05 each)                                                          $10.00
   Refreshments
            Soft drinks (10 2-liter bottles @ $2.00 each)                             $20.00
            Pizza (10 large @ $10.00 each)                                            $100.00
   Utensils
            Plates (4 packages of 50 @ $3.00 each)                                    $12.00
            Napkins (1 package @ $3.00)                                               $3.00
   Total Movie Night Expense                                                                      $145.00

Pizza Party
We will be holding a pizza party. All students are welcome to attend and we anticipate 30 students will show up.
Out goal is to increase awareness of our club on campus and try to attract new members.
   Flyers (100 @ $0.05 each)                                                            $5.00
   Entertainment (D.J. with standard agreement for two (2) hours of work)               $75.00
   Pizza (10 large @ $10.00 each)                                                       $100.00
   Total Pizza Party Expense                                                                        $180.00
   Total Expenses                                                                                   $325.00
   Total Amount Requesting                                                                          $275.00
CONTINGENCY REQUEST FORM
   Who are Contingency Request for?
       New clubs or clubs that are seeking additional funding
        for an event
 Limited amount of funds available
 Complete form the same way as the Event Funding
  Request Form with an attached Line Item
  Justification
 Event Funding Board reviews request and make an
  allocation based on how well the events will
  impact the Pacific community
CONFERENCE FUNDING

 For groups or individuals who need assistance
  in going to a conference
 What are we looking for?
     Extensionof experiential learning
     What can be learned and brought back to Pacific

 Limited amount of funds available
 Must be filled out and submitted no later than
  30 days prior to the date of the event
CONFERENCE FUNDING PROCESS
   Complete the Conference Request Form and
    attach a Line Item Justification
     Detailed description of the conference
     How the conference will benefit you and how you are
      going to apply what you learned to improve the pacific
      community
 Present request before the ASuop Senate
 Post Conference Presentation
     Article in the Pacifican
     Presentation before the Senate
     Presentation at an on campus leadership conference
HOW TO MAXIMIZE FUNDS

 Events that engage a wide variety of students
 Events that are open to campus community

 Events that have a programming to them
     i.e.   speakers, cultural food/heritage, etc.
   Follow the rules and regulations in the Money
    Management Book
BUDGET ALLOCATIONS DO’S AND DON’TS
 Funds may not be spent on alcohol or any illegal
  substance(s).
 EFB will not fund events held by invitation only
 EFB will only provide funds for small vehicle travel
  in accordance with University Rules ($0.485/mile)
 EFB will not provide funds for faculty appreciation
  i.e. dinner, gifts or refreshments
 Funds for politically motivated events must remain
  viewpoint neutral
BUDGET ALLOCATIONS DO’S AND DON’TS
 EFB will provide funds for club meetings for one
  meeting per month
 EFB will pay up to $5 per item or up to $100 for
  clothing items that are club oriented
 EFB will provide funding for office supplies with a
  limit of $30 per semester
 EFB will not purchase Capital Equipment that has
  a working lifespan of more than one year
 EFB will not provide funds for donations or
  fundraisers
COSTCO CLUB CARD

 Once budget approved come to OSL&I to get
  authorization form signed
 Go to purchasing office for card

 MUST return card to purchasing by end of day

 Must bring check request form to OSL&I within
  24 hours of purchase
 Failure to meet any one of these stipulations
  will result in the loss of the Costco Club Card
IMPORTANT INFORMATION

   Event Funding Request Form Budgets for
    Spring 2009 Funding
     Due  on 10/24
     Sign up for a hearing time

   ALL forms can be found on the ASUOP website
    http://asuop.pacific.edu/clubs/download.asp
CONTACT INFORMATION
Tony Madrigal
ASUOP Treasurer
a_madrigal@pacific.edu

Open Hours:
 Monday/Wednesday: 11am to 1pm
Tuesday/Thursday: 1pm to 4pm
Friday: 11am to 4pm

								
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