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

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

3. 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

4. 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  Weekends @ MIT  Student Activities Supplemental Funding

5. 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

6. 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

7. 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

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

9. COSTSBUDGETACTUALUNSPENT A/V9000900 CAC Charges 25007551745 Campus Police 480240240 Car rental 5040504 Copying80083717 DJ Expense 148001480 Food for Exec 25004782022 IM Fees 24080160 IS Network Fees 1300120 Supplies69042648 Posters943361 Subtotal1030817118597 36 Members INCOMEExpectedActual Donations20001200 Current Assets 83458345 Finboard Funds 105083 Membership dues ($8) 288 Tickets Sales 3/5/04 1000 SUBTOTAL126839628 OVERALL TOTALS ProjectedActual Income126839628 Costs103081711 Surplus23757917 Example BUDGET

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

11. 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

12. 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.

13. QUESTIONS?