The ASM Event Grant supports Registered Student Organization (RSO) events that are educational, in line with the RSO’s mission, free of charge, and open to all UW Madison students.
Changes in the UW-Madison Covid-19 response may impact event grant funding.
- Overview of Grant Process
- Eligibility and Funding
- Application Process
- GAC Hearings
- Grant Workshops
RSOs who are interested must apply for the grant 42 full days (6 weeks) prior to the event start date. After applying, groups attend a virtual GAC hearing and, if approved, a virtual workshop with an ASM financial staff member. No grant funding can be spent prior to the workshop with an ASM financial staff member.
Details on each step in the grant process are outlined in the following tabs.
SECTION I: EVENT GRANTS
1. Event Grant Overview
1.1 Purpose of the Event Grant. The primary use of Event Grants is to financially aid RSOs in putting on events in line with the mission of the RSO.
1.2 Definition of Event. For the purpose of this document, “event” is defined as an activity with all components of the event primarily planned and organized by the RSO, that is open to the entire UW-Madison student body, is primarily attended by UW-Madison students, and has no admission fee.
1.3 Eligibility for RSOs. An RSO is eligible to apply for an Event Grant if it satisfies the following criteria:
1.3.1 The RSO is in good standing with the Center for Leadership and Involvement and UW-Madison.
1.3.2 The RSO is not currently receiving funding from the Student Services Finance Committee (SSFC).
1.3.3 The RSO has not already received an Event Grant for the semester of the proposed event.
1.4 Responsibility for Planning Event. The RSO must be solely responsible for planning and organizing all the components of their event. The Event Grant may not be used to co-host events with, or supplement the events of, university departments, other RSOs, or any other entities.
1.5 Event Duration. Events shall have a duration of up to three days.
1.5.1 Preparation time (e.g. rehearsals) needed to put on an event shall not be factored in when determining the duration of an event.
1.5.2 Regardless of the amount of preparation time needed, the Event Grant shall only fund a maximum of three days of all event activities.
1.6 Event Requirements. All proposed events that receive funding from the Grant Allocation Committee shall meet the following criteria:
1.6.1 The event is central to the mission of the RSO.
1.6.2 The event has an active educational component that incorporates the RSO’s mission and benefits all attendees.
1.6.3 All components of the event are open to the entire UW-Madison student body.
1.6.4 The event is primarily attended by UW-Madison students. For the purposes of the Event Grant, at least 75% of the expected event attendance should be UW-Madison students.
1.6.5 The event has no admission fee.
1.7 Prohibited Events. The following event proposals are prohibited from being funded by the Grant Allocation Committee:
1.7.1 Any event with a focus on social activities, if the social focus of the event exceeds the educational component.
1.7.2 Any event that consists of a series of unrelated events.
1.7.3 Any event where participants receive academic credit, either at UW-Madison or another institution.
1.7.4 Any event that is revenue-producing for the RSO.
1.7.5 Any event that the RSO has specifically fundraised for.
2. What the Event Grant Can Fund
2.1 Maximum Event Grant Award. The maximum amount for any Event Grant is $10,000.
2.2 Honoraria. The Event Grant can fund honoraria payments associated with bringing a speaker, performer, or other individual to educate at an event.
2.2.1 The RSO shall provide a written agreement confirming the proposed honoraria fee with the proposed honoraria recipient. The agreement shall be provided to the committee before the RSO’s grant hearing.
2.2.2 All honoraria fees must align with the range of rates for similar speakers, performers, or other individuals.
2.2.3 No University of Wisconsin System student or faculty member may receive honoraria.
2.2.4 The total amount allocated to honoraria may not exceed the following maximums, based on the expected event attendance of UW-Madison students:
- 100 or fewer students:$1,500 maximum
- Between 100 and 250 students: $2,500 maximum
- 250 or more students: $4,000 maximum
2.3 Lodging. The Event Grant can fund lodging costs associated with bringing a speaker, performer, or other individual to educate at the event.
2.3.1 No University of Wisconsin System student or faculty member may receive lodging funds.
2.3.2 Lodging funds shall be allocated in an amount per room in line with the federal maximum for hotels in Madison, Wisconsin.
2.4 Travel. The Event Grant can fund travel costs associated with bringing a speaker, performer, or other individual to educate at the event. Travel costs include (but are
not limited to) expenses associated with airline, bus, or train travel, vehicle rental, parking, or mileage reimbursement.
2.4.1 The travel expenses must be reasonable for the type of event.
2.4.2 No University of Wisconsin System student or faculty member may receive travel funds.
2.4.3 Any travel costs paid for by ASM, but not used by the traveler(s), shall be reimbursed by the RSO to ASM.
2.5 Printing. The Event Grant can fund printing for the event. Printing refers to printed materials used to promote the event or during the event.
2.5.1 All printed materials funded by an ASM grant must be completed by StudentPrint. If StudentPrint cannot complete the printing job, the order should be completed by another University print shop. An outside vendor may only be used with prior authorization from the Chair.
2.5.2 The ASM logo and disclaimer shall be included on all printed materials used to promote the event, including materials created by co-sponsors or third parties. RSOs may not modify or edit the ASM logo and disclaimer. Printed materials created before being awarded an ASM grant must be amended to include the ASM logo and disclaimer.
2.5.3 No printing may be used to promote other events or activities put on by the RSO or other organizations.
2.6 Advertising. The Event Grant can fund advertising for the event. Advertising should be used to promote the event to UW-Madison students.
2.6.1 The ASM logo and disclaimer shall be included on all advertising (print or digital), including materials created by co-sponsors or third parties. RSOs may not modify or edit the ASM logo and disclaimer. Advertising materials created before being awarded an ASM grant must be amended to include the ASM logo and disclaimer.
2.6.2 No advertising may be used to promote other events or activities put on by the RSO or other organizations.
2.7 Space and Equipment Rental. The Event Grant can fund the costs of renting space and equipment for the event.
2.7.1 The event must be held on-campus, in a building owned by UW-Madison. RSOs that wish to have an event at an off-campus location within the Madison area must submit an Off-Campus Space Request form before their grant hearing. A two-thirds vote of the committee is required to approve an event being held in an off-campus location.
2.7.2 For space rental requests, the facility for the event must suit the type, size, and intended audience of the event.
2.8 Program Supplies. The Event Grant can fund the costs of program supplies for the event.
2.8.1 All program supplies must be disposable and used solely for the event.
2.9 Other Expenses. The Event Grant can fund event-related needs not outlined in I.2.2 through I.2.8 that are not prohibited by other sections of the Event Grant policies.
3. What the Event Grant Cannot Fund
3.1 Expenses Already Paid For. The Event Grant is prohibited from funding any expenses incurred prior to grant approval and a meeting between the RSO’s leadership and ASM Financial Staff.
3.2 Food and Related Items. The Event Grant is prohibited from funding food or beverages, or items associated with food or beverages.
3.3 Decorations. The Event Grant is prohibited from funding decorations or items associated with decorations.
3.4 Gifts and Donations. The Event Grant is prohibited from funding expenses related to gifts, donations, fundraising, contributions, and financial aid.
3.5 Other Prohibited Expenses. The Event Grant is also prohibited from funding expenses related to:
3.5.1 Costumes, or the supplies used to make costumes.
3.5.3 Legal services.
3.5.4 Elections of any kind (including national, local, or campus elections).
SECTION I: EVENT GRANTS
4. Application Process
4.1 Application. The Event Grant application will be made publicly available on the Grant Allocation Committee website.
4.2 Application Deadline. RSOs must submit their applications at least 6 weeks (42 full calendar days) prior to the start date of their event. No exceptions shall be made to this deadline.
4.3 Timeline. The Event Grant application shall open and close at a date determined by the Chair, in consultation with the ASM Financial Staff, and considering both the academic calendar and the amount of funding remaining. No events shall be funded that take place after the last day of final exams in the spring semester.
4.4 Required Budget. RSOs are required to submit a complete budget for their event at the time of their grant application. The submitted budget must:
4.4.1 Clearly describe all event-related expenses, including expenses the RSO is not requesting ASM funding for.
4.4.2 Contain accurate, reasonable, and correctly added funding amounts that are within ASM funding guidelines for events.
4.4.3 Clearly explain how the requested funding will allow the RSO to meet its event needs and accomplish its goals
4.4.4 Show that the RSO is seeking funding support outside ASM – either through other grants or its own funds – but not through fundraising specifically for the event.
4.5 Required Schedule. RSOs are required to submit a complete schedule for their event at the time of their grant application. The submitted schedule must:
4.5.1 Include the date, time, and location of all parts of the event.
4.5.2 Demonstrate how the elements of the event are related to the mission of the RSO and the required educational component.
4.6 Incomplete Applications. Applications that are filled out incorrectly or that are missing any part of their application, including a complete budget and schedule, shall be considered incomplete. The Chair shall request and receive any missing information from the RSO before a grant hearing is scheduled for an incomplete application. Failure to provide any of the information in I.4.4 and I.4.5 is grounds for denial of an Event Grant application.
4.7 Application Amendments. Emergency amendments to the application must be submitted by the RSO in writing to the Chair before their grant hearing.
4.7.1 Amendments to the application during the grant hearing shall be accepted only by a majority vote of present Grant Allocation Committee members.
4.8 Assistance with Application. Any RSO may contact the Chair (or a Grant Allocation Committee member) with questions about filling out the Event Grant application.
GAC hearings for 2021/2022 will be held virtually (Zoom) on Mondays at 5pm.
SECTION I: EVENT GRANTS
5. Hearing Process
5.1 Scheduling. Hearings for complete applications will be scheduled in the order they were received, except at the discretion of the Chair. The Chair shall notify RSOs at least 72 hours before their hearing.
5.2 Hearing. Each RSO shall send its primary financial officer and another leadership member to attend a hearing before the committee to present their grant application and to reasonably answer questions of the committee.
5.3 Failure to Attend. Failure by an RSO to attend its scheduled hearing without sending prior notification to the Chair shall result in the immediate rejection of their grant application.
6. Decision Process
6.1 Viewpoint Neutrality. All decisions shall be made in a viewpoint neutral fashion.
6.2 Evaluating Applications. The committee shall check for mistakes, policy violations, and other discrepancies in the application when evaluating the application. The committee may adjust amounts within an application. When making funding decisions, the committee shall take into consideration the amount of money it has to allocate.
6.3 Approval. Approval requires a majority vote of present Grant Allocation Committee Members. Failure to obtain a majority shall be considered a rejection of the application.
6.4 Notification. The Chair (or a member of the ASM Financial Staff) shall notify the RSO of the committee’s decision within 24 hours, barring extraordinary circumstances.
6.4.1 The Chair is exclusively responsible for sending denial notices to RSOs that were not approved for funding. This denial notice should include the reason for denial.
6.5 Student Council Approval. If an Event Grant decision exceeds 2% of the Event Grant line in the ASM budget for the current academic year, the decision of the Grant Allocation Committee shall be considered a recommendation. The Chair shall bring forth legislation to the ASM Student Council regarding the committee’s recommendation. The Student Council shall consider the recommendation at its next scheduled meeting, unless a special meeting is called explicitly for that purpose. Recommendations require a two-thirds vote of Student Council for approval. If the application is approved, the motion shall not be considered again, except under rules outlined for viewpoint neutrality appeals in the ASM Bylaws. The Grant Allocation Committee Chair shall notify the RSO of Student Council’s decision within 24 hours, barring extraordinary circumstances.
6.6 Appeals. An RSO may appeal a funding decision of the committee on the grounds of a viewpoint neutrality violation or a procedural deficiency. All appeals must be filed with the Chief Justice of the Student Judiciary within 10 business days of receiving the decision from the committee.
If a grant is approved by the GAC, the grant contacts will need to attend a grant workshop with ASM staff. Grant workshops will be held virtually. The grant contacts listed on the application will need to complete a canvas module with an independent portion and a virtual meeting portion. More information will be provided in the RSO award notice, following GAC hearing and approval.
Apply for the ASM Event Grant