Event Funding & The Student Activity Fee

ASUSF Senate Vice President of FinanceHenna Samtani

Who is your VP of Finance?

What is ASUSF Funding?

ASUSF Funding are funds provided through the Student Activity Fee by Undergraduate Students to

registered student organizations to enhance the involvement experience of undergraduate students

at the University of San Francisco.

Is it required to go through event funding to host an event as The University of San Francisco?

NO!

What does the Student Activity Fee provide to me as an undergraduate

student at The University of San Francisco?

Want to find out more about what Finance Committee has being doing this academic year?

Access the Finance Committee drive through your Dons email

Internal Development Vs. Event Funding

Internal Devlopment Expenses geared toward helping better your organisation’s development and leadership

Ex: T-Shirts, banners, binders, marketing materials Travel

Expenses related to organisation travel for conferences or retreats Ex: Conference fees, transportation, lodging

Event Used for events open to all students and community

Ex: Community speaks, training workshops, presentations, catering

Timeline

ASUSF Funding Applications must be submitted at least eight academic weeks prior to when funds are needed

If your organization is requesting funds over $5,000, please submit your application 12 academic weeks in advance, as this is voted on by

ASUSF Senate for approval

What is an academic week?

A period of time in which the University of San Francisco uses to measure a quantity of study, and full functionality of the University

and services provided to students.

Example of a non-academic week: Thanksgiving week in which the University’s services are not fully functional through the week as

Thursday and Friday are public holiday

What is the process? - Event Funding

1. Submit funding application via OrgSync within the 8 academic week requirement, and if the request is larger than $5,000 submit your application with the 12 academic week deadline

2. Wait for VP of Finance to review application and reach out to you

3. Respond to VP of Finance within 48 hours after being contacted to avoid penalisation

4. Schedule time to meet with VP of Finance 5. Organise time to present to Finance Committee, and

organise presentation

The Application (Orgsync)

The Excel (Accessible through Application)

● Revenue (Ticket Sales)● Expenses1. Food2. Entertainment/Speakers3. Publicity4. Decorations5. Equipment Rentals 6. Miscellaneous Expenses

Revenue

Expenses - Food

Expenses - Entertainment/Speaker

DJ: Minimum of 2 Hours at $40 an hour. We do not compensate for setup and pickup, and we must take into consideration the extra 20% cost that EMS (Event Management Services) charges us for insurance and processing of

pay.

Expenses- Publicity

8 Pieces - General Posting Boards16 Pieces - General Posting Boards & Residence Halls

93 Pieces - General Posting Boards, Residence Halls, and every RA on campus

What is your publicity plan?

Handbills - Specific distribution plan (Tabling times, way of distribution)

What is the incentive to hold on to the handbill?

SnapChat Filter - What area are you specifically targeting and why? How does it add to the overall experience of being at your event?

Expenses - Decoration

Include links & images of what you are trying to get

Expenses - Miscellaneous

Include links & images of what you are trying to get

Include links & images of what you are trying to get

What is the difference between a Grant and Loan?

Loan - Funding awarded to host the event that is paid back through the generated revenue (example: ticket sales)

Grant - Not required to pay back as this is a contribution from the Student Activity Fee to make your event happen, and cover the cost of expenses not subsidized from revenue.

What happens after presenting to Finance Committee?

● Within 24 business hours of an evaluated request, the applicant,organisation president, and advisor will receive an electronic notification that will inform you of the status of your proposal.

● You must meet with Carla Christensen, the Finance Committee Advisor, to discuss the paperwork and logistics of your event within five (5) business days of receiving this award letter. Do not place any orders or make any payments until this meeting takes place.

Who is Finance Committee?

The purpose of the ASUSF Finance Committee is to oversee funding to registered

undergraduate student organizations at the University of San Francisco (USF).

This includes assisting the Committee Chair and Committee Advisor in managing

fiscal resources of the Associated Students, developing a recommended annual

budget for review by the ASUSF Senate, reviewing budget change requests for

ASUSF Funded Accounts, and allocating student event funds for organizations

(non-ASUSF Funded Accounts).

Members

ASUSF Senate President - Shaya Kara (skara@dons.usfca.edu)

Administrative Chair - Karishma Patel (kvpatel2@dons.usfca.edu)

CFC Representative - Ngan Vo (nkvo@dons.usfca.edu)

PAT Representative - Nicole-Jocelyn Sanchez (nbsanchez@dons.usfca.edu)

General Member - Kevin Widjaja (kmwidjaja@usfca.edu)

General Member - Karen Diaz (kndiaz@usfca.edu)

General Member - Shelby Lou (SFabianac@dons.usfca.edu)

ASUSF Senate School of Mangament Representative - Pearci Bastiany (pfbastiany@dons.usfca.edu)

ASUSF Senate School of Arts and Sciences Representative - Bree Zamora (btzamora@dons.usfca.edu)

ASUSF Senate Junior Class Representative - Delvin Hodges (dlhodges@dons.usfca.edu)

Funded Accounts vs. Gold & Green Accounts

Who is the PAT Events Coordinator Liason?

Introducing Nikki Sanchez

Additional Support

Reflection & Conversation

What do you think the Student Activity Fee can do for you?

Thank you!