A Good Program Request

The following is a page-by-page description of what to include to make your program request as thorough as possible. Included are examples of each page and a few of the things the Committee looks for when reviewing your request.

Page One: Group and Program Information

 Example First Page

Group Contact Information

Make sure to include both the email and telephone number for your:

Program Information

Make sure to include all information pertaining to your event, including:

Program Description

Use this space to write a brief description of your event; if more space is needed, an additional page should be attached the to the form.

Previous Program Information

If this event has been done before, include all requested information for the previous occurance of the event. If this is a first-time event, include information pertaining to the last program hosted by your group that was funded through the SAF. Make sure to include:

What The Committee Looks For:

When reviewing this page, it is important that all requested information is included and accurate.

Venue
The Committee will want to see that the venue selected is appropriate for the type of event, and can accomodate a reasonable number of students for the cost of the event. A small venue would not be appropriate for a large performer; similarly, Blackman Auditorium would not be appropriate for a small-scale lecture. The Committee looks closely at the cost-per-student, and ensures that it is within a reasonable range ($40-50).

Co-Sponsorships
Co-sponsorships show the Committee that your group is collaborating with others to improve the quality of the event. Working with another group will help ensure a greater attendance and, consequently, a reduced cost-per-student.

Previous Program Information
If this event was held before, the Committee will look at the cost and attendance. Be honest when answering this section. Low attendance at a previous event will not hurt your group, so long as you know how to improve on your promotional plan.


Page Two: The Itemized Budget

 Example Second Page

Program Budget Overview

In this area complete each item your organization is requesting funding. Make sure to include the correct Account Numbers , which coorlates to the items you are requesting. Also refer to section 5.2 and 5.3 of the Student Activity Fee Manual which outlines what the Committee can and cannot fund.

Give a detailed description of each item, and make sure to be as clear as possible when listing your expenses. Some expenses, such as Blackman expenses, can be grouped together on a single line. Just be sure to include a quote that verifies the total cost for the Blackman expenses, and details the components in case the Committee needs clarification.

Other expenses, such as promotion, costumes, or supplies, should be listed individually. For example:
Be as accurate as possible when listing item costs. Do not estimate unless absolutely necessary, and make sure to include quotes to verify that your costs are accurate.

This part is an item by item breakdown of your expenses, and the most important part of your program request.

Non-Pooled - N/A

What The Committee Looks For:

Thoroughness
Accuracy
Items Requested Are Fundable
Did your group review the SAF Manual before preparing this request? Are you requesting items that are fundable, and are you requesting amount within the stipulated guidelines? The Committee can tell from your budget whether or not the SAF Manual was used when planning an event.
Quotes
Did you include the quotes to verify the costs for each item requested? If certain costs seem unreasonable and cannot be verified without quotes, the Committee reserves the right to deny funding or table a decision until the required quotes can be submitted.

Cost-Per-Student
When reviewing a request, the Committee looks very closely at the cost-per-student. Some of the factors that affect the cost-per-student are:
The Committee may make recommendations for the program to reduce the cost-per-student, such as changing the venue, reducing the items funded, or charging ticket prices. These recommendations will be included in the memo, and it is expected that the group follow the suggestions as a stipulation of receiving funding.


Page Three: Performer Credentials

 Example Third Page

Performer Information

This information will normally be the same as the overall program information, unless the performer is part of a week-long series of events. Be sure to include the:

Previous Performances

Include the locations of three previous performances by your proposed performer and the contact information for those locations. These can often be given by the agent or your program advisor, and will help ensure that your quoted price is reasonable in relation to previous performances.

Alternative Performers

List up to three alternative performers, and the costs for each performer. In the event that the requested performer is no longer available, the Committee would like to know that there are other options. This ensures that your event can still occur with the funding allocated. Additionally, if the requested performer is unreasonably expensive, the Committee may allocate funding for a less-expensive performer rather than not funding the whole event.

What The Committee Looks For:

Normally this page acts to verify the information for your performer. The Committee will look at the quotes to verify the cost of the performer, and as mentioned before, the Committee may consider funding an less-expensive alternative. Only in extreme circumstances will it be necessary to contact the persons listed for previous performances to verify quoted prices, and your program advisor will be the one who makes that decision.

Page Four: Signatures

 Example Fourth Page

Signatures

Program Requests will not be reviewed unless it has been approved and signed by: If your request is submitted electronically, the required signators may email a confirmation to the Vice-President for Financial Affairs. This email will be considered an electronic signature.