Clubs Manual 2008 - 2009 - Students' Union - University of Calgary

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Clubs Manual 2011-2012 5 Food and Drink Funding Clubs are allocated an annual allowance of $150 for food and non-alcoholic beverages. You can apply as many times as you want to until you have reached the $150 allowance each year. Just complete the Club Food & Drink Funding Application and submit it, along with all receipts documenting your food and beverage expenses, to the CSO. The CSO will evaluate your application and reimburse you up to 75% of the amount documented, up to $150. Start-Up Funding This funding provided to help new clubs get established in their first year. They can be used for the purchase of stationery, membership cards and other office supplies. Funding can be up to $100 and must be applied for within twelve months of the date on which your club was sanctioned. Simply complete the Start-Up Funding Application and submit it, along with all receipts documenting your purchases, to the CSO. You are eligible to receive up to 75% of the amount documented. Special Event Funding Do you plan on organizing a big, public event like a conference or a performance? Special Event Funding is intended to help finance club events that develop and enhance student life. Clubs are eligible for a maximum of $1,000 per event (most grants are between $500 and $700) if benefit to students can be demonstrated. Eligible expenses include food and non-alcoholic beverages, advertising and costs associated with the production of the event. Special Event Funding is not intended to help clubs cover the costs of attending conferences and other offcampus events. Try applying for Travel & Conference Funding instead. Online application forms are available at http://www.su.ucalgary.ca/pa ge/quality-education/financeand-awards/travel-andconference-funding. In order to apply, simply complete the Special Event Funding Application and submit it to the CSO. For an application to be considered for the full $1000 maximum, it must be completed and handed in a minimum of 20 business days (4 weeks) prior to the event. If the application is submitted between 10 and 20 business days (2-4 weeks) prior to the event, it will be considered with a $500 maximum. Applications that are submitted late or without a letter will not be considered, period. The Clubs Committee will consider your application and will preapprove your event for a certain amount of Special Event Funding. You will not receive any money before the event. The SU support of the event must be acknowledged in all advertising for the event. After your event, you must submit a Special Event Funding Evaluation and original receipts for all event expenses. These must be submitted to the CSO no later than 20 business days after the last day of your event. If this evaluation is not received on time, your club will not be awarded the money it was pre-approved for. Charity Grants This grant is intended to help clubs host projects in MacEwan Hall that will raise money for a registered charity. The grant does not come in the form of monetary compensation. Instead, the SU may provide the club with available space in MacEwan Hall at an extra discount (up to 100%). The SU may also be able to provide additional discounts to equipment (such as basic sound and staging equipment). Clubs qualify for this grant if they are able to raise more than 75% of the waived fees and all proceeds go to charity. Clubs Manual, revised in 2011 Page 5
Clubs Manual 2011-2012 6 This application must be received minimum of six weeks prior to the event in order to have it completed on time. Under no circumstances will the application be accepted or approved with less than six weeks advanced notice. The process for obtaining this grant is outlined below: 1. A minimum of 45 days (6 weeks) prior to the event, use the online club room booking form to request the space and date you would like to hold your event. Specify in the details section that you wish to have a “Charity Event.” 2. At the same time, submit a letter to the CSO that outlines the event, your advertising campaign and the charity of your choice, including its registered charity number. The letter should also contain an estimate of the funds to be raised and any history of the event. 3. You will then work with an event planner at the MacEwan Conference & Events Centre to determine what supplies and space you require for your event. You may be required to make a deposit for more expensive spaces (such as the Ballroom). 4. A contract with full prices will be emailed to you by your event planner. Before your grant application can be considered, you must bring a copy of this contract to the CSO. 5. Once the CSO has received both your letter of intent and your tentative contract, you will meet with the Clubs Committee to determine exactly what discounts will be received, what costs will be paid for by the SU and what costs the club will be responsible for. 6. Confirm and sign your final contract with the MacEwan Conference & Events Centre a minimum of four weeks prior to event. Please note that there are a limited number of charity grants available each year. Further, this grant cannot be used in conjunction with any other SU funding, such as Special Event Funding. Alumni Association Student Club Grants The University of Calgary Alumni Association allocates money each year to support club activities that enhance the relationship between among students, alumni and the university. For more information and application forms, visit their website at http://www.ucalgary.ca/alumni/student_club_grants. Room, Table and Public Space Rentals How do I book a room? Clubs are entitled to two free, four-hour room bookings per week in the MacEwan Conference & Events Centre during the Fall and Winter terms. These bookings cannot be combined to create a longer reservation, although longer or additional bookings can be made at the 50% clubs discount. At the beginning of each year, each club has two Executive members sign a Master Event Agreement form. By signing this form, those two people become the club’s Designated Bookers. Only these two Designated Bookers are permitted to submit room and table bookings on behalf of a club. If you are unsure who the designated bookers for your club are, please contact the CSO. Clubs are entitled to two free, four-hour bookings of That Empty Space per month during the Fall and Winter terms. These bookings cannot be combined to create a longer reservation. Further, this space is only available “as is” – no additional equipment (such as tables or chairs) can be booked into the space and clubs are responsible for arranging the furniture themselves. Clubs Manual, revised in 2011 Page 6
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Page 3 and 4: Clubs Manual 2011-2012 2 Students
Page 5: Clubs Manual 2011-2012 4 Club Disco
Page 9 and 10: Clubs Manual 2011-2012 8 informatio
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Page 13 and 14: Clubs Manual 2011-2012 12 All clubs
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Page 17: Clubs Manual 2011-2012 16 Resources

Clubs Manual 2008 - 2009 - Students' Union - University of Calgary

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