ASM Event Grant

The ASM Event Grant provides funds for Registered Student Organization (RSO) events that are in line with the RSO’s mission. All events funded by the ASM event grant must occur on the UW-Madison campus, be educational, and be free and open to all UW-Madison students.

Looking to apply? To better your chances of being approved for funding, explore the sections below for valuable policy and procedural information before you log in to apply for the grant! 

Click the button below to start the application process once you are informed and ready. 

Event Grant Basics

 

Grant Allocation Committee

The Grant Allocation Committee (GAC) reviews, hears, and awards ASM grant funds to RSOs. Click above to learn more!

ASM GAC Policies and Procedures

All grant applicants must adhere to the ASM GAC policies and procedures. While the Policies and Procedures document is summarized below , it is not all-inclusive! Read the document to fully understand grant expectations. 

Frequently Asked Questions (FAQs)

Our FAQs grow every year, making them a valuable resource for RSOs. Click above to see if there is a quick answer to your question!

Summary of Grant Process

The ASM event grant is a grant that supports Registered Student Organization (RSO) events during the academic year (fall and spring semester). The person(s) applying must be a current UW-Madison Student(s) and officer of the RSO. 

If interested, RSOs need to apply at least 6 weeks, or 42 full days, before their event (NOTE: the 6 week limit includes day 42). RSO officers are the only members of an RSO who can apply for a grant (more info on becoming an officer here). They will need to log in with their Net ID. 

After applying, the RSO will need to attend an ASM Grant Allocation Committee (GAC) grant hearing regarding the submitted grant application. If the GAC approves the grant, the RSO would then need to attend a grant workshop with the ASM finance staff to go over all the logistics of using an ASM event grant before the RSO can use the awarded grant.

Click on the tabs above to learn more about each step in the ASM grant process.

General advice from CfLI on best practices when planning an RSO event can be found here! 

Please read the FULL ASM Grant Allocation Committee policies and procedures document, found above, for all eligibility requirements. The major eligibility requirements listed below are not all-inclusive.

  • Only UW- Madison Registered Student Organizations (RSOs) in good standing with the Center for Leadership and Involvement (CfLI) may apply for the ASM event grant. Individuals, departments, or other non-RSO entities seeking event support are ineligible to receive the ASM event grant.
  • GSSF funded groups cannot apply for the GAC event grant.
  • The travel expenses are reasonable for the type of event.
  • Grant applicants must be current UW Madison students.
  • Non-students should not have any role in working with or spending awarded grant funds, including placing printing orders.
  • The ASM event grant supports events run by an RSO that are open and free to all UW-Madison students.
  • Events must be held in UW-Madison-owned campus spaces. This includes: Union South, Memorial Union, Pyle Center, Lowell Center, Discovery Building, and Gordon Commons. (Note: The Fluno Center, WI Historical Society Library, University Club, and Graduate Hotel are examples of facilities that are not a part of the UW campus).
  • RSO’s must specify on all promotions that events held in University Facilities are only open to students, faculty and staff unless a University Department co-sponsors the event.
  • The grant cannot fund lodging, travel, or honoraria to UW staff, students, or faculty
  • RSOs cannot collect donations, fundraise, or collect revenue during the event or in the name of the event, prior to event
  • Event cannot duplicate an event occurring in the same semester by a different RSO or provided by a University department or program
  • RSO’s event must further the RSO’s mission statement. The ASM grant can only fund items that are pertinent to the mission of the RSO.
  • There is an active educational component that incorporates the RSO’s mission and a benefit to all attendees.
  • RSOs can only apply for two event grants per academic year, one per semester.
  • Event funding cannot exceed three days
  • The grant cannot fund food/beverages, legal services, costumes, non-disposable supplies, political campaigns, gifts, financial aid, fireworks, or decorations
  • The ASM event grant cannot fund a series of different events. Just one event, for one RSO.
  • RSO event grant funding requests cannot exceed $10,500.
  • RSOs cannot spend requested funds prior to the workshop with the Financial Staff following the RSO’s hearing and approval by the GAC.

The ASM Event grant can fund:

  • Honoraria: No University of Wisconsin student or faculty member may receive honoraria. Total honoraria capped at $4,000.
  • Lodging: At a rate in line with the Wisconsin state maximum for hotels in the city of Madison. No University of Wisconsin student or faculty member may receive lodging. Lodging cannot be booked through 3rd parties (hotels.com, etc..). You are able to book rooms before you apply as long as the hotel does not charge you for holding the reservation (though they may take a credit card number).
  • Travel: For performers, speakers, or other individuals invited by the RSO to perform, entertain, or educate at the event. No University of Wisconsin student or faculty member may receive travel funds. If you are applying for flights, please note all flights must be booked through FOX travel.
  • Printing: For the event. No printing may be used to advertise for future events or activities put on by either the RSO or other organizations. All printing must be done through StudentPrint. All printing and advertising for the event must have the ASM Logo & Disclaimer on it (whether or not ASM is paying for the printing/advertising). 
  • Advertising: For the event. No advertising may be used to advertise for future events or activities put on by either the RSO or other organizations. All printing and advertising for the event must have the ASM Logo & Disclaimer on it (whether or not ASM is paying for the printing/advertising).
  • Space and Equipment Rental: For the event. ASM cannot pay taxes. Events must be in a campus-owned building. On-campus facilities include: Union South, Memorial Union, Pyle Center, Lowell Center, Discovery Building, and Gordon Commons. (Note: The Fluno Center, University Club, WI Historical Library, and the Graduate Hotel are examples of facilities that are not a part of the UW campus). A list of appropriate UW space rental locations can be found here
  • Program Supplies: For the event. All program supplies must be disposable.
  • Other: For the unique needs of an event not covered in the above categories.

Completed grant applications must be submitted in full at least six weeks (42 full days) before the event. It is important to note that the application does not let you apply on the 42nd day, as the 6 week limit includes day 42 – because of this, please make sure you apply well in advance of the deadline. There are no exceptions to this 6-week deadline. Grants are heard on a first come-first serve basis. We urge RSOs to apply more than 6 weeks in advance of their event so they are not being heard last minute.

Important notes on the application:

  • RSO officers are the only members of an RSO who can apply for a grant (more info on becoming an officer here). They will need to log in with their Net ID.
  • RSOs can only apply for TWO event grants per academic year, one per semester.
  • There are tools in the grant application to help guide you. Use them! Read the intro notes and hover over the question marks in the application for helpful advice and policy reminders.
  • Once an RSO grant is submitted, you cannot edit it. HOWEVER…
  • You will always be able to access and view your application after submission. Whenever there are any changes to the status of your application (ex. “Awaiting review”, assignment of a hearing date, etc…) you will be able to see and track those changes online.

RSOs who submit a grant will then need to attend a hearing by the GAC.

After your Event Grant Application is submitted, the Grant Allocation Committee (GAC) Chair will review the application and followup with any concerns. Once the application is accepted for a hearing, the GAC Chair will email the grant contacts with their scheduled date to be heard by the committee. This email will also inform the RSO of what to expect at the hearing (and what to bring).

  • Additional details on current hearings are outlined below! 
  • Hearings occur weekly throughout the academic year, beginning the first or second week of Fall classes.
  • The 2019/2020 Hearing Day and Time: Tuesday nights, 6pm

Track the status of your application

The grant contacts will recieve notice of award or denial within 24 hours after their hearing.

  • If the grant application was denied funds, your RSO will be informed by the GAC Chair as to why the GAC denied your application.
  • If the grant application was awarded funds, the grant contacts (one or both) are required to attend a grant workshop with the ASM Financial Staff. This workshop is required and provides crucial information to the RSO on how to appropriately spend the awarded grant funds.
    • If your grant was approved for an amount over $4,200, the grant application has to additionally be heard and approved by ASM Student Council. Your RSO does not attend this hearing, but it is important to know this will delay the final grant approval by ASM.
  • If awarded funds, do not spend any money (including funds you hope to be reimbursed for) before attending the workshop with ASM staff, as those funds spent will not be able to be reimbursed or paid by the ASM Event Grant.

Track the status of your application

If your RSO was awarded funds, you will need to attend a grant workshop prior to spending any grant funds (even if expecting reimbursement)!

 

  • The grant workshops are group workshops this year, and will take place at the ASM offices, in the internal conference room: 4301 Student Activity Center (SAC), 333 East Campus Mall, Madison, WI 53715
  • Your award notice will include a link to sign up for a workshop.
  • Workshops take about 1 hour 
  • The workshops go over grant use policy, procedures for spending grant funds, payment plans, and additional funding resources for your event.

Detailed GAC Hearing Information

Event Grant Logistics

 

 

Payment Process

RSOs have some options in how ASM and UW facilitate payment of the awarded grant categories. Below are documents that outline some of those options, per award category.  

Need something else covered that the ASM Event Grant cannot or did not fund? There are many other event grants for RSOs available within both the Division of Student Life and UW-Madison. Click the button to the right to learn more.

Event Grant Forms

The grant forms listed to the right are designed to help guide you through payment processes and general management of your grant. Depending on your grant situation, you may need to use all the forms to the right, or only one (the survey is a grant requirement).

Reimbursement Documents
In order to be reimbursed by UW, there are specific documents required of each person seeking reimbursement. Click here to learn more
Grant Drop-Off Coversheet

This form is required to be completed as a coversheet for any grant materials you are dropping off at the ASM Front Desk. There are copies of this form at the front desk and a digital copy here.

Budget Transfer Form
If you need to move funds from one award category to another award catergory (ex. moving $100 from Lodging to Honoraria), you will need to request that change by completing a budget transfer form.
30 Day Grant Extention Request Form
If you cannot get all your grant materials turned into the ASM offices within 30 days after your event, you will need to request an extention. Fill out the 30 day extention form and turn it into the ASM offices as soon as you know you need the extention.
Event Grant Survey

The Event Grant survey must be filled out by one grant contact following your event. You have 30 days from the final day of your event to complete the survey. To access the survey, you will need to be signed into google docs with your wisc.edu email

Questions on the Grant process?

Email the Grant Allocation Committee Chair and/or ASM Finance Staff