1. Only student organizations registered with the Student Organization Office may apply for Event Grants. To become an RSO follow the rules specified on the Student Organization Office website http://soo.studentorg.wisc.edu/registration.html. Your group's status must be approved before your organization comes before the Finance Committee.

1. The following categories are listed on the event grant application and c may be funded: Honoraria/Fees, Travel, Lodging, Printing, Advertising, Space/Equipment Rental, Program Supplies, and Other.
2. The event grant will not be used to fund: Fund-raisers, Food and beverages, Gifts, Donations/contributions, Expenses incurred prior to approval, Financial aid, Legal services, ASM or other elections.

1. Applications are available via is the ASM website. All applications must be submitted via this website.
2. Organizations may seek assistance with their applications from the Finance Chair and/or Financial Specialist.
3. Applications must be filled out in accordance with application instructions and submitted by the deadline: 4 weeks prior to an event for over $2800, and 6 weeks prior to an event over $2,800.
4. Late applications may be accepted at the discretion of the FC up to one week past the stated deadline, if the applicant demonstrates that unavoidable extenuating circumstances prevented timely submission.
5. Applications must meet the following guidelines in order to get a hearing:

i). Filled out correctly
ii). Contain accurate, reasonable, and correctly added funding amounts that are within state limits
iii). Clearly describe expenses
iv). Clearly describe the event, its goals and how the event accomplishes the goals of the organization
v). Clearly delineate a publicity/promotion/recruitment plan
vi). Include relevant bios and cost estimates
vii). Contain co-sponsor ship information

**You must outline the expenses for the entire event not just the expenses that you are requesting ASM funding for.

1. Each organization must send a representative to attend a hearing before the FC to present their grant and to reasonably answer the questions of the committee.
2. Applications submitted by noon on Friday will be placed on the agenda for the following Tuesday. Exceptions to this rule may be made by the FC Chair
3. When hearing applications the Finance Committee will take into consideration (It is a good idea to address these points in your presentation):

   i) The amount of money it has to dispense over the course of the year. (Many grants will not be fully funded).
   ii) The application was filled out correctly and with all questions answered
   iii) Relevant bios and cost estimates were attached
   iv) The event is open to all students
   v) The location is in the Madison campus area
   vi) The honoraria requested is in range of similar speakers/performers
   vii) The facility for event suits size of intended audience and type of event
   viii) The travel expenses are reasonable for type of event
   ix) The event does not duplicate event already held in current semester or proper justification provided to explain need for similar event.
   x) Shows that inexpensive alternatives have been explored.
   xi) Show that the organization has sought other funding support, when reasonable.
   xii) The program has an adequate publicity and promotion plan

1. If an application is under two percent (2%) of the Event Grant Budget:

i) The decision of the FC will be posted outside the ASM office on the 5 th floor of the MU and under the Finance Committee section of the ASM website at Finance Committee.

2. b) If an application is over two percent (2%) of the Event Grant Budget:

i) Initial recommendations will be available in the ASM office and ASM Financial Specialist office.
ii) The grant will then go to the Student Council for final approval at their next scheduled meeting unless a special meeting is called explicitly for that purpose.
iii) All applicants will be notified in writing (e-mail is acceptable) of the ASM Student Council's decisions.

3. All organizations must meet with the Financial Specialist after their hearing to process paperwork. Do not wait to meet; go right away after approval!
4. An ASM disclaimer must be included on all publicly distributed materials.
5. All printing must be done at StudentPrint. If StudentPrint cannot do the job, it must be done by another University print shop.
6. All invoices and bills must be submitted within 30 days of the event or ASM may not be responsible for payment.


7. After the event, organizations must fill out and turn in an evaluation of the event within two (2) weeks of the event date. If organizations do not complete an evaluation this may be taken into consideration for future funding. Evaluations are available on the website at www.wiscmail.wisc.edu.
8. Any changes in the time or location of an event must be approved by the Chair of the FC. All approved changes must be reported back to the FC. FC may overrule the Chair with a majority vote.
9. ASM will not be responsible for expenses that exceed the approved allocation.
10. In the event that airfare or other travel arrangements purchased by the ASM Event Grant Fund are not used, the grant recipient(s) are responsible for reimbursing the Event Grant Fund. Appeals to this policy may be made to the FC. The FC may grant a waiver with a 2/3 vote.

6) Special Rules for Revenue Producing Events

1. The intent of permitting the ?funding? of Revenue Producing events is that in many cases student organizations may have projects that could produce revenue, but do not have the resources to meet the start up costs of the event.
2. A Revenue Producing Event is any event where money is collected either through ticket sales, monetary contributions, admission fees or donations
3. All dollars allocated must be for specific expenditures; outright donations are prohibited.
4. Event Grants for Revenue Producing Events are more similar to loans when financing revenue producing events.
5. Revenue Rules

i) If an ASM Grant is approved for the event, the revenue collected must first offset the actual expenses paid by the ASM grant.
ii) If the amount of the revenue collected is equal to or exceeds the amount of expenses paid for by the ASM grant, the grant must be paid back in full.
iii) If the amount of revenue collected is less than the amount of expenses paid by the ASM grant, the amount collected must still be deposited with the ASM Financial Specialist, 513 Memorial Union
iv) The distribution of revenue in excess of total event expenses is to be negotiated by the ASM FC and the student organization prior to the event.

6. Tickets must be sold by a University Box Office.
7. Within the week after the event, the organization must submit a report detailing the total collected revenue and copies of all invoices/receipts for all expenses.
8. The check for any revenue payable to ASM should be sent to:

University of Wisconsin-Madison ASM
 C/O ASM Financial Specialist
513 Memorial Union

9. The funds from all such checks shall be deposited into the Segregated Fee account with the exception of the negotiated placement of surplus revenue.
10. Any group in violation of this Rule shall be ineligible for any ASM grant until such time as the group comes into compliance. The FC may suspend any other ASM grants to such an organization until such a time as the group comes into compliance. A group may lose its status as a registered student organization for failure to comply with these procedures.