ASA - Association of Student Activities

Group Resources

Funding Large Events at MIT

The ASA administers two funds for large events at MIT: the Large Event Fund (LEF) and the Assisting Recurring Cultural And Diversity Events (ARCADE) fund.

LEF/ARCADE Application Roadmap

Your application to LEF or ARCADE should follow the steps outlined below.

-PRE-APPLICATION ROADMAP-

1. Plan event and develop budget

Plan your event as usual. For some tips on event planning, please refer to the Event Planning Guide published by the Student Activities Office (SAO). You are strongly encouraged to visit the SAO in W20-549 to get help with organizing your event.

2. Review LEF/ARCADE descriptions and policies

Please review the fund descriptions and guidelines to ensure that your event is appropriate for one of the funds.

3. Seek feedback: meeting with SAO staff, Contacting ASA-Treasurer

Groups encouraged to meet with SAO staff for feedback, especially for new events. In particular, groups paying honoraria or expenses for performers or speakers must meet with SAO about the event before applying. Contact the SAO in W20-549 to schedule a meeting and please email well in advance of the deadline.

If you have any questions, contact the ASA Treasurer at asa-treasurer@mit.edu at least 7 days in advance of the application deadline; should you contact the Treasurer within less than 7 days before the deadline, you are not guaranteed a reply prior to the deadline. This is especially suggested for new events or events that have not received funding from us in the past, should you have any questions or concerns.

4. Check venue availability and make reservations

It can be difficult to reserve event space at the last minute, so the success of your event depends on having the venue reserved well in advance.

To reserve CAC spaces, please visit the CAC FAQ, and to reserve classrooms please refer to the Scheduling Office.

5. Apply online

LEF and ARCADE applications are submitted via an online form (MIT certificates required). You must submit the application by the appropriate deadline. The spring 2019 application is now closed.

For an example of a good budget, please refer to the following sample budet. Please note that should your line items in your budget be not specific enough, we will request that you submit an updated budget, and you will not be able to apply during the appeal process. Also, check out the application tips and guidelines and note in particular the requirements for events with invited/featured speakers and/or performers.

6. Allocations Posted

Applicants will be notified of the result of their funding request via email. Allocation results will also be posted on the ASA website. Results should be available within three weeks of the application deadline.


-POST ALLICATIONS ROADMAP-

Requirements:

-Fill out contract and meet with staff

If the event receives funding, you are required to fill out a contract. You may be asked to set up a time to meet with the SAO office.

-Advertising Events and Promotional Material

LEF and ARCADE events must be advertised. All events must be registered at events.mit.edu to indicate that they are open to the MIT community. All promotional materials (posters, emails, etc.) should indicate that the event is sponsored or funded by LEF or ARCADE.

-Reimbursement of Funds and Post Event Report

LEF-ARCADE are reimbursement-based grants. Therefore, you will be reimbursed post having spent the funds. Your main account will be reimbursed by LEF/ARCADE, assuming successful submission of the post-event report. If your account needs to go negative, please contact the ASA Treasurer at as soon as possible. (see step 9). If your account needs to go negative, please email SAO at sao-staff@mit.edu letting him know this. Please cc asa-treasurer@mit.edu on your email so (s)he can confirm to SAO that you will receive an LEF/ARCADE reimbursement. Please note that you must include your group name in this email. Further, if your account is negative due to expenses that will be reimbursed by LEF/ARCADE, and this prevents you from acquiring funds from other funding boards (Finboard, GSC Funding Board, etc.) please contact the ASA Treasurer at asa-treasurer@mit.edu to get this resolved

Please submit a post-event report detailing your expenditures and the outcome of the event to the ASA Treasurer at asa-treasurer@mit.edu, with subject line "LEF/ARCADE Post-Event Report." Instructions on how to prepare a post-event report are available here. Reports must be submitted within 30 days of the event.One month following the event, if the post-event report was not submitted, a penalty of 5% of the allocation will be revoked from your reimbursement. Every 14 days following, an additional 5% from the initial allocation will be revoked. Should there be any extenuating circumstances that would prohibit your group from submitting the post event report within the allotted timeframe, please contact asa-treasurer@mit.edu within 1 month of the event.

After the post-event report is received and approved, the amount expended (up to the amount of the allocation or up to the point that the event breaks even) minus any late-penalties accrued will be transferred to your group's main account. If your reimbursement does not go through 2-weeks after your post-event report was submitted, please contact asa-treasurer@mit.edu.


Important Dates

Allocations:

2019-2020 LEF/ARCADE Funding Cycles and Deadlines
Funding Cycle Summer Fall Winter Spring
Events Occurring July - Sept. Oct. - Dec. Jan. - March Apr. - June
Deadline 1 June 2019 1 September 2019 1 December 2019 1 March 2020
Late Application Deadline 8 June 2018 8 September 2018 8 December 2018 8 March 2019
Allocations Jul-Sep 2019 [pdf] Oct-Dec 2019 Jan-Mar 2019 Apr-Jun 2019

Past Allocations:

Jul-Sept 2019 [pdf]
Apr-Jun 2019 [pdf]
Jan-Mar 2019 [pdf]
Oct-Dec 2018 [pdf]
Jul-Sep 2018 [pdf]
Apr-Jun 2018 [pdf]
Jan-Mar 2018 [pdf]
Oct-Dec 2017 [pdf]
Jul-Sep 2017 [pdf]
Apr-Jun 2017 [pdf]
Jan-Mar 2017 [pdf]
Oct-Dec 2016 [pdf]
Jul-Sep 2016 [pdf]
Apr-Jun 2016 [pdf]
Jan-Mar 2016 [pdf]
Oct-Dec 2015 [pdf]
Jul-Sep 2015 [pdf]
Apr-Jun 2015 [pdf]
Jan-Mar 2015 [pdf]
Oct-Dec 2014 [pdf]
July-Sep 2014 [pdf]
Apr-Jun 2014 [pdf]
Jan-Mar 2014 [pdf]
Oct-Dec 2013 [pdf]
Jul-Sept 2013 [pdf]
Apr-Jun 2013 [pdf]
Jan-Mar 2013 [pdf]
Oct-Dec 2012 [pdf]
Jul-Sept 2012 [pdf]
Apr-Jun 2012 (pdf)
Jan-Mar 2012 (pdf)
Oct-Dec 2011 (pdf)
Jul-Sept 2011 (pdf)
Apr-Jun 2011 (pdf)
Jan-Mar 2011 (pdf)
Oct-Dec 2010 (pdf)
Jul-Sept 2010 (pdf)
Apr-Jun 2010 (pdf)
Jan-Mar 2010 (pdf)
Oct-Dec 2009 (pdf)
Jul-Sept 2009 (pdf)
Mar-June 2009 (pdf)
Jan-Mar 2009 (pdf)
Oct-Dec 2008 (pdf)
Jul-Sept 2008 (pdf)
Mar-June 2008 (pdf)
IAP-Feb 2008 (pdf)
Oct-Dec 2007 (pdf)
Jun-Sept 2007 (pdf)
IAP/Spring 2007 (pdf)
LEF/ARCADE Fall 2006 (pdf)

Appeals

Neither the LEF or ARCADE fund has a formal appeals process; appeals are dealt with on a case-by-case basis. If you would like to appeal a decision, please email lef-arcade@mit.edu by the listed appeals deadline.

Board Members

The ASA Treasurer is the chair of the LEF and ARCADE Funding Board. Other members of the board include members of the ASA, the GSC Treasurer, and the UA Treasurer.

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