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Last Updated:
February 13, 2008
GSG EVENTS BOARD

Welcome to the Graduate Student Government Events Board website. The GSG Events Board was created by the Graduate Student Government in November of 2006 to help student groups and individual students to organize social events for graduate students. By combining multiple sources of funding (see sponsors' list on the left), it simplifies the process of organizing an event on campus. Students can come to one place and get most of the funding they need to hold their event, as well as assistance in planning the event.

The following was approved by the GSG Assembly: GSG Events Board General Operating Rules.

APPLYING FOR FUNDING FROM THE GSG EVENTS BOARD

Before filling out this form, you may want to review the funding request guidelines. Please be advised that the Graduate School requires that all on-campus events be registered and approved by the Dean of Graduate Student Life. However, the GSG will consider funding requests before such approval has been given.

Requests will be considered by the Events Board at one of its regularly scheduled meetings. You must submit your request at least 1 week before the meeting at which it will be discussed. After the request is received, you will be invited to attend the next Board meeting to present your request and answer any questions the Board might have. No funding will be granted after an event has taken place, so make sure to submit your request early (2-3 weeks if possible).

GSG EVENTS BOARD FUNDING REQUEST FORM

Please provide the following information:

Name of Organization:
Contact Person:
Contact Email Address:
Event to be Funded:
Date of Event:
Location of Event:
Time of Event (if known):
Expected Graduate Student Attendance:
Expected Total Attendance:
Amount Requested:                                       $
University Account Number (if applicable):

Has this event been registered with the Graduate School?

Yes, and it has been approved
Yes, and it is awaiting approval
No, but approval will be requested
No, and approval will not be requested

Will the event be open to and advertised to all graduate students, and will the "GSG Events Board" be advertised as a co-sponsor? Note: This is a requirement for funding.
Yes       No

Please provide the following information about this event:

Event description


Itemized budget


Other prospective or confirmed sponsors (with dollar amounts)


Advertising plan
Graduate School weekly bulletin global email (Lisa Schreyer, schreyer@)
Internal email distribution list (if applicable)
Posters
Flyers
Other (please specify):

This information becomes public record upon presentation to the GSG Events Board for consideration, as the GSG Events Board proceedings are public. If you have concerns about privacy issues, please contact us.

FUNDING REQUEST GUIDELINES

Each year the Graduate Student Government (GSG) co-sponsors a number of events organized by other campus organizations for the benefit of graduate students. The GSG Assembly,through the Event-board, has adopted guidelines to make it easer for groups to apply for funding. They also help the EVent Board members when discussing potential funding requests. By following the outlined guidelines, you make easier for your organization to get reimbursed once the event is over.

To apply for funding from the GSG:

  1. Plan your event and budget. Submit for approval from the Dean of Graduate Student Life. (See the Grad Student Handbook).
  2. Determine the date of the Event Board Meetings that occurs before your event.
  3. Submit a Funding Request to the Event Board at least two weeks before the Event Board meeting
  4. Send a representative to the meeting to describe the event and answer questions.
  5. The Event Board will make a decision about your funding request.
  6. Advertise your event:
    • The event must be open to all grad students and you must list the Graduate Student Government Events Board as a co-sponsor.
    • The GSG can send a global e-mail to help advertise to grad students. Send us the text 1-2 weeks in advance.
  7. Enjoy your event!
  8. After the event, please start the reimbursement process ASAP:
    • Submit the original receipts and an itemized budget after you hold the event, in order for the Event board to be able to pay you by either submitting a student voucher to you personally (i.e. if you used your personal credit card) or by transferring the money to your group account (if applicable). Please note, that no matter the amount of money your request was granted by the Board, we cannot reimburse you for money that you didn’t spend based on the original receipts that you submit after the event. You can either, scan the original receipts and send them to me electronically (along with the itemized budget), or via campus mail to : Raghuveer Vinukollu, CEE, Equad E201
    • According to the GSG Events Board rules, you have one (1) month after the date of the event to submit the receipts to the Board or to contact the Board to request an extension within that time. If this deadline is passed, the Board maintains the right to deny the reimbursement and in such case the money initially allocated for your request will be returned to our regular budget for funding other requests.
  9. SPREAD THE WORD! Let other graduate students know how easy it is to request funding!!

GSG EVENTS BOARD MEETING SCHEDULE

The following dates are scheduled for GSG Events Board meetings. Note that one member of the requesting organization must be present at a meeting! All meetings take place in Clio Hall Conference room (map), unless otherwise noted.

Upcoming meetings:

Interactive map of Clio Hall:


View Larger Map

USEFUL LINKS

FURTHER QUESTIONS?

The GSG Events Board is grateful to all groups that plan and organize graduate student events. If after reading the GSG Events Board General Operating Rules, and the contents of the GSG Events Board website, you still have questions or concerns, please let the GSG know.