OUR FUNDING GUIDELINES

Our main goal is to fund the events that will bring maximum value to Boston College. When going through budgets, we aim to use the Student Activity Fee to fufill two main criteria: the value that the event will bring to the club (in relation to the club's mission) and the value that the event will bring to the campus as a whole. Because the SOFC operates within a limited budget, we are unable to satisfy all requests. With that said, the SOFC must use careful discretion in every dollar it allocates.
 

Please refer to these when filling out your budget, and discuss with your club rep any conflicts. These guidelines are parameters we use when funding, but, pending special circumstances, they can be reformed and superceded.

2013_SOFC_Guidelines available for download.

Before You Submit A Budget:

These guidelines should be used in conjunction with the SOFC’s page on myBC, where you can find resources that will help you understand SOFC and the funding process. Please remember to include as many quotes (from the internet, vendors, other sources, etc.) as possible.  These details will assist the SOFC with better understanding your request and will improve the likelihood of funding. Your budget proposal should include as much detail as possible.  If the committee does not understand your proposed event, the committee will ask for additional information and will not fund the event.  Once the committee has all the required documentation, a decision will be made based on how the event fits within the University mission, the organization mission, and the value the event adds to the campus. Please note that these are guidelines, and while an event may fall within the expressed guidelines, that does not guarantee funding.  Also, if a proposed event exceeds the allowable amount, as expressed in these guidelines, the committee may make an exception and fund the event.

Please note it may take a minimum of 2 weeks for the SOFC, SPO, and the university to transfer funds to the receiving account.  It is of critical importance that budgets for events are submitted 4 weeks in advance of the event to make certain the funds are available for the event. 

Special Events

I. Collaboration Events

General Guidelines for All Organizations

I. Major Expenses

            1. Stage

            2. Lighting

            3. Outdoor Tents

            4. Equipment

            5. BC Facilities and BOC

II. Contractual

            1. DJ

            2. Security

III. Publicity

            1. Publicity

IV. Student Transportation and Lodging

            1. Personal Automobile

            2. Bus Transportation

            3. Car Rental

            4. Lodging

V. Food and Beverage

            1. End of Year Dinner/Party

            2. Off-Campus Dinner Outings

            3. General Food for Events

VI. Operational/Miscellaneous

            1. Budget Deficits

            2. Entrance Fees

            3. Gifts

            4. General Operating Supplies

            5. Programs and Pamphlets for Shows

            6. Movies Rights

            7. T-Shirts

VII. Speaker/Performances

            1. Speaker/Performer

            2. Speaker Travel

            3. Speaker Lodging

            4. Gifts/Prizes

VIII. Retreats

            1. Retreats: Includes All Fees Associated with Retreat

Intercultural

I.          Culture Show

II.         Cultural Food

III.       Costumes

 

Music, Art, and Performance

I.          CDs/Recording Time

II.         Off-Campus Performance

III.       Costumes

IV.       ALC Showdown

Religious and Service Groups

I.          Liturgical Supplies

II.         Religious Food

III.       Service Group Entrance Fees

IV.       Service Group Food

V.        Service Group Transportation

VI.       Religious Organizations Outreach

Special Events

I. Collaboration Events

In order to promote collaboration, the SOFC has adjusted its guidelines. Collaboration events will count as an event for each student organization contributing and allows student organizations to organize larger events, provided each organization is within the guideline for its portion of the collaboration.  Each contributing student organization should put the entire event on its budget and request its portion of the collaboration.  The SOFC will allocate the entire amount requested to the “lead organization,” which should be designated by the organizations in the event notes.  This will minimize transfer requests between student organizations.

General Guidelines for All Student Organizations

I. Major Expenses

          1. Stage

The SOFC may fund one stage a semester, at $55 per piece. Each piece is 8’ x 4’. We will fund up to what is necessary, within reason; provide explanations and a price quote.

                                                                                Typical Cost: varies by stage size

            2. Lighting

The SOFC may fund up to $400 per event for lighting. We will fund each event up to this limit only if a price quote and explanation is provided.

                                                                                Typical Cost: Up to $400 per event

            3. Outdoor Tents

The SOFC usually does not fund outdoor tents.

                                                                                Not Funded by SOFC

            4. Equipment

The SOFC funding decision is based on the needs of the organization in conjunction with past allocations for equipment.  Price quotes and descriptions will be required in order to gauge how it will help your organization.

                                                                                Funded on Per Case Basis

            5. BC Facilities and BOC

Organizations rarely incur room charges. Traditionally, room charges are covered by the Office of the Vice President for Student Affairs (VPSA).  The only charge student organizations need to request is the supervisor fee that is required for the use of the Lyons Hall Dining Facility (the Rat).  This fee is $26 per hour, with a 4 hour minimum.

Chair rentals

Funded based on BOC price quote.

These prices do not include applicable delivery charges, fuel surcharges, or labor

charges.

8’ Table covered and skirted to 3 sides: $45
8’ Table covered and skirted to 4 sides: $55
Table cloths: $9 each – Request specifics from your function coordinator

When Rentals Are Needed for Larger Events

For events where you need to rent tables or chairs

6’ table: $6.30
8’ table: $6.60
60” round: $6.30
Samsonite folding chair: $1.05

There are many other options available on an individual need basis. Please contact the Bureau of Conferences for more detailed information.

                                                                               Typical Cost: See BOC Price Quotes

II. Contractual

          1. DJ

The SOFC usually refers all DJ requests to the Electronic State of Mind (ESM) student organization. If ESM is not available for your event, then the committee will consider funding one DJ per semester, on a per case basis (a price quote and detailed explanation will be required).

                                                                               Funded on Per Case Basis

            2. Security

The SOFC funds up to $46.25 per officer per hour. One officer is required per 100 students for a minimum of 4 hours. These charges vary based on the event, so we encourage you to contact Carl Mascioli, and come to us with his price estimate. You may contact him at (617) 552- 4431, or via email @ mascioli@bc.edu.

                                                    Typical Cost: $46.25 per officer per hour (4 hour min)

III. Publicity

          1. Event Publicity

The SOFC may fund one $72 Eagle Print poster or supplies for one sheet banner per semester, and possibly an additional $15 for fliers per event.

Large events or events requesting funding only for publicity will be evaluated on a case-by-case basis.

Please note that student organizations are encouraged to also take advantage of their allotment of 1000 free copies from the Student Programs Office.

Funded on a Per Event Basis

          2.  Reusable Banners

SOFC may fund one reusable club banner once every three years up to $105 at Eagle Print.

 Funded up to $105 once every three years

IV. Student Transportation and Lodging

          1. Personal Automobile

The SOFC may fund $0.51 per mile for personal automobile use. The total number of cars needed will be funded, with minimum of 5 people per car. This $0.51 includes all travel expenses, including tolls, gas, etc.

                                                                               Typical Cost: $0.51 per mile

            2. Bus/Flight Transportation

The SOFC funds bus/flight transportation on a per case basis. If requesting bus or flight transportation, you must provide price quotes for all of the following that apply: public bus costs, chartered bus costs, flight costs, etc.  The committee will consider the organization’s need for transportation, logistical convenience,  and all subsequent costs in its consideration for funding.

Personal day trips and events, that require transportation, will require a 50% student contribution.

                                                                               Funded on a Per Event Basis

            3. Car Rental

The SOFC may fund the lower of $8.75 per hour or $85 per day.  No price quote is necessary when requesting funds for a car rental.

                                                    Typical Cost: Lower of $8.75 per hour or $85 per day

            4. Lodging

The SOFC may fund up to $150 per room per night with 4 people per room. Organizations must provide a price quote.  

                                                                               Typical Cost: $150 per room per night

V. Food and Beverage

          1. End of Year Dinner/Celebration

The SOFC does not fund end of the year dinners or celebrations for organizations.

                                                                               Not Funded by SOFC

            2. Off-Campus Dinner Outings

The SOFC does not fund off-campus dinner outings for Organizations.

                                                                               Not Funded by SOFC

            3. General Food for Events

The SOFC may fund up to $75 for food to non-cultural organizations, once per academic year.  These funds do not cover general meetings or other intimate group gatherings. Organizations should include a statement as to why food is integral to the event. Price quotes for food items are required.                                                  

4. First General Meeting

The SOFC will fund up to $75 for first general meetings for food and beverages, once per academic year.

5. Student Involvement Fair

The SOFC will fund up to $20 for expenses related to the Student Involvement Fair.

VI. Operational/Miscellaneous

          1. Budget Deficits

The SOFC does not fund budget deficits.

                                                                               Not Funded by SOFC

            2. Entrance Fees & National Dues

The SOFC may fully fund entrance fees and national dues as long as the student organization provides an explanation and price quote. Refer to Student Transportation and Lodging above for additional conference fees.

                                                                               Funded on Per Case Basis

            3. Gifts/Prizes

                The SOFC does not fund gifts or prizes.

                                                                                               Not Funded by SOFC

            4. General Operating Supplies

The SOFC defines general operating expenses as materials that are wholly unique, not available by or for members to use, and are integral to the day-to-day operation of the organization. These supplies are to remain within the organization.  The SOFC may fund up to $50 per semester, provided that exact price quotes are given.  The SOFC does not fund items such as folders, pens, notebooks, etc., but does fund supplies that are unique to each student organization.

                                                          Funded on Per Case Basis; up to $50 per semester

            5. Programs and Pamphlets for Shows

For a show, the SOFC may fund up to $275 for programs and pamphlets.

                                                                               Funded up to $275

            6. Movie Rights

The SOFC may fund any number of movies given that the total cost of the movie rights for the semester is less than $250. The SOFC may fund one movie right per semester for a student organization if the cost of the movie right is between $250-$500.  If a movie right is more than $500, the movie right can be co-sponsored between different organizations. Please contact Ruth Ann MacEachern at ruth.maceachern@bc.edu to secure information about the cost for movie rights.                                                               

            7. T-Shirts and/or Sweatshirts

The SOFC does not fund t-shirts and/or sweatshirts.

                                                                               Not Funded by SOFC

8. Decorations

The SOFC may fund $250 per semester for decorations. Funds for decorations can be spent at student organization events each semester. Decorations must serve some purpose and price quotes must be provided with the budget request.

VII. Speaker/Performances

1. Speaker/Performer: All Associated Fees (Honorarium, Travel, and Lodging)

Each organization may request funding for speakers based on our tiered funding system:

Organizations may request funding for any number of speakers up to a $1500 total cost for all speakers combined (includes all associated fees for the speaker such as travel, lodging, etc.)
Organizations may request funding for 1 speaker per semester if total cost is between $1500 and $4000

Proof of speaker prices and honorariums are required, and each speaker needs to be approved; we will not blindly allocate $1500 total. When the speaker is approved, organizations will not receive the money right away, but rather a promise to pay once the honorarium is finalized. This guideline includes the total cost of the honorarium, lodging, travel, etc. Proposals for a speaker must include background information and adequate justification for bringing the speaker to campus. Groups must enter into negotiations with speakers to minimize the cost of honorariums before submitting a budget to the SOFC.

Special consideration will be paid to speaker series’ and other unique cases

            2. Speaker Travel

Although the SOFC may cover transportation costs, please encourage speakers to be as cost-efficient with their mode of transportation as possible. Tickets that are not booked at least two weeks before the date of departure, thus incurring a price premium, may be subject to decreased funding from the SOFC. Keep in mind that funding must be approved before any tickets are purchased.

            3. Speaker Lodging

Although the SOFC may cover lodging costs, please encourage speakers to be as cost-efficient with their requested lodging.

            4. Gifts

The SOFC does not fund gifts for speakers and performers.

                                                                               Not Funded by SOFC

VIII. Retreats

          1. Retreats: Includes All Fees Associated with Retreat

Organizations are typically funded up to $50 per person or $2500 total cost for the year, whichever is less for a retreat. Retreats must be of either an educational or leadership nature, and the retreat must also fall in line with the mission of the organization. Organizations may have unlimited retreats as long as the total dollar amount of all the retreats combined does not exceed $2500. The SOFC does not fund e-board only retreats.

            Typical Cost: up to $50 per person or $2500 total cost for the year, whichever is less

Intercultural

I. Culture Show

The SOFC will fund up to 1 culture show per year. Price quotes and vendor invoices must be provided beforehand so that the SOFC may fund accordingly. The SOFC generally funds approximately $1000 for culture shows, excluding food.

II. Cultural Food

The SOFC will fund up to $1000 of cultural food per academic year for each intercultural student organization. When requesting funding for cultural food, please provide the cost per person, as well as relevant details for the food items that you will be purchasing. Student organizations may choose to request all $1000 of cultural food for a single event, or instead plan multiple events with cultural food throughout the academic year, as long as the total cost of cultural food does not exceed $1000.

III. Costumes

The SOFC may fund a maximum of $100 per costume, up to $1000 per year. Organizations will be required to submit price quotes and actual data regarding costumes to be purchased. Organizations must also submit their reasoning as to why costume replacements are needed, why previous costumes are not reusable, and why new costumes are needed in general.

Music, Arts, and Performance

I. CDs/Recording Time

SOFC will fund a CD/Recording for music groups every other academic year, up to $3,000.

II. Off-Campus Performance

One off-campus performance per semester will be funded.  The SOFC does not fund off-campus food. Transportation will be funded based on guidelines (See section IV). The SOFC will fully fund entrance fees, provided that these fees are properly documented. 

III. Costumes / Uniforms

The SOFC may fund a maximum of $100 per costume, up to $1000 per year. Organizations will be required to submit price quotes and actual data regarding costumes to be purchased. Organizations must also submit their reasoning as to why costume replacements are needed, why previous costumes are not reusable, and why new costumes are needed in general. This does not include warm ups or track jackets, as the costumes must be integral to the performance, and be used on stage.

IV. ALC Showdown

The SOFC may fund up to $800 in costumes specifically for the ALC Showdown, separate from the $1000 max. The SOFC will only fund costumes where price quotes have been provided.

Religious and Service Groups

I. Liturgical Supplies

The SOFC may fund up to $200 per semester for liturgical supplies. Liturgical supplies include: candles, wafers, wine, altar cloths, candles, religious books, etc. Details must be provided.

II. Religious Food

The SOFC funds religious food for religious student organizations on a per case basis. Religious food is usually funded using a $7 per person cap.

III. Service Group Entrance Fees

For supported events, the SOFC will fund the entrance fees for service organizations for both BC students and the children with which they are working.

IV. Service Group Food

The SOFC does not fund food for Boston College students.  The SOFC will fund $4 per child attending an event where food needs to be provided to the child.  

V. Service Group Transportation

The SOFC may fund service group transportation in accordance with the way other groups are funded. (See section IV. Student Transportation and Lodging)

VI. Religious Organizations Outreach

The SOFC may fund religious group transportation in accordance with the way other groups are funded. (See section IV. Student Transportation and Lodging)

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