FUNDRAISING: What to do and Where to go… Brought to you by: The Student Activities Office

Agenda ► Process ► Where to Go ► Budget ► SAO Supplemental  Application  Follow-up and After event information ► Questions?

What’s the process? ► Come up with an amazing idea ► Plan your budget – estimate costs ► Fundraise – ► START EARLY AND START HERE!! ► Make an appointment to speak to the student activities office

Where is the money? ► Student Government and Council Funding  UA Finboard  GSC Funding Board ► Fresh Fund  UA Senate ► Club Sports Council  For Club sports groups ► Departmental Funding ► Outside Donations ► ASA Funding  Large Events Funding  Assisting Recurring Cultural Diversity Events ► Administrative Funding  MIT  Student Activities Supplemental Funding

Things We Keep in Mind ► Campus involvement ► Collaboration with other student groups ► Large, campus-wide events ► Previous expenditure history ► Detailed Budget  Expenses – include relevant quotes, consider ways to reuse previously-purchased items  Revenue – consider admission/membership fee, other funding sources ► General Philosophy  Residential/religious/departmental groups should work with relevant faculty/staff for general expenses ► Well-Conceived Expense  Openness – How will the event be welcoming to non-members, people who might not regularly attend? Can other students/groups use the item later?  Purpose – How well does the expense advance the goals of your organization?  Description – should be SHORT and concise

What is a Budget? Budgets should be prepared prior to the beginning of each semester and should involve executive officers. Development of a budget should not be a responsibility left solely for the treasurer As a general rule when estimating income and expenses, it is recommended to "figure conservatively for income and liberally for expenses." Also expenses should be broken down into general categories A budget is meant to be a tool to help group's monitor spending. Groups should not feel items are set in stone

Creating a Budget  Include all itemized costs and revenues ► Please research costs, do not simply guess  A detailed fundraising plan of how you expect to raise the remaining costs

Estimate anticipated event costs, using event worksheet  (show worksheet)

COSTSBUDGETACTUALUNSPENT A/V CAC Charges Campus Police Car rental Copying DJ Expense Food for Exec IM Fees IS Network Fees Supplies Posters Subtotal Members INCOMEExpectedActual Donations Current Assets Finboard Funds Membership dues ($8) 288 Tickets Sales 3/5/ SUBTOTAL OVERALL TOTALS ProjectedActual Income Costs Surplus Example BUDGET

SAO Fundraising Plan Group Information Organization Name: ___________________________________________ ASA Recognized? Yes _____ No _____ Contact Person: ______________________________________________ ____________________________ Phone: __________________ Event Information Event Title: __________________________________________________ Event Date: ­_________________ Event Location: __________________ To what funding sources have you applied? Source:Amount Allocated: ____________________________________________________________

Items to Attach to Funding Plan: 1. A letter describing the event that includes the following: 1.Description of the event, including its purpose and relevance to your organization 2.Description of how your event or program will contribute to at least one of the following areas: Leadership development, community development, and/or diversity enrichment 3.A detailed breakdown of your student group’s involvement in planning this event, which may include a breakdown of job responsibilities, publicity plan, volunteer roles, and any other information you deem pertinent to the success of your event

What do I do when the event is over? ► Complete an event summary and list of actual costs to the SAO Office ► Write thank you notes to those that contributed time and donations ► Write a list of pros and cons about the event and keep on file for future years.

QUESTIONS?