Event, Item, and Travel Funding

Office of Student Life and the Associated Student Government (ASG) set aside money from Services and Activities Fees so student leaders may form clubs and host different activities for students, or participate in professional development to enhance students' academic careers.

This academic year funding for all clubs is limited to $7,000. Through the application process, these funds will be awarded to student clubs interested in hosting activities focused on community building, or attending professional development events.

A committee of LWTech students will review applications, score them on a rubric, and award money to requests based on their score and the amount of funds available. This committee awards along a funding spectrum to zero dollars to a high percentage of the total cost of the event. Funding is not always guaranteed.

Process for Requesting Funding

Any currently enrolled LWTech student involved in an officially chartered club.
Each request must have at least one faculty/staff sponsor who will attend the event/activity and one student planner.
The student planner listed on the request will receive an email from the committee after a request is submitted asking to confirm that they are a planner/sponsor.

Funds may be used for opportunities for currently enrolled LWTech students that are not requirements of an instructional program.

Community Building Fund

For community-building events that are strictly social in nature, and do not involve any professional development or intentional educational activity.

Professional Development Fund

For a professional development or skill-building activity, including:

Training or test preparation (including paying for a trainer)
Industry site tour or field trip
Conference for training, competition, or research presentation (and associated travel)
Professional organization meetings
Professional organization membership for students
Supplies for a project or activity that builds skills

Events that include require additional permissions from the college. Please include additional processing time if requesting travel.

Fundraising

Funds may be requested as "seed" money to build fundraising efforts. There are different deadline dates for this kind of request, especially if an item is being ordered that needs branding.

The committee will use a rubric to score each application. Include as much information as possible so the committee can make an informed decision. Applications will be scored on:

Quality of event (i.e., well planned, potential for high interest from students, unique opportunity)
Benefit to LWTech community (what students will learn from the event, how they can use that learning to benefit their fellow students)
Related to LWTech’s mission, core themes, or values
Ratio of total funding requested per total number of students expected to attend

Applicants will receive an email on the decision date informing them how much money the committee has awarded the request.

That email will include instructions on the forms needed to complete in order to register the activity, make purchases, secure contracts, book travel, sign waivers, etc.

When To Request Money

In order to provide equitable opportunity to access funds and enough time to plan events, the committee will review applications when groups apply.

Event or Activity Deadline Dates

The following dates are built in deadlines for on or off campus events that do not involve ordering an item. Event examples are, end of quarter celebrations, lunch and learn meetings, bringing a speaker to campus.

Total available for all clubs is $2,000.

Requesting funding for club activities scheduled during fall quarter may begin on September 26 for any proposed event scheduled October 16 or after. Thereafter, deadlines for funding requests are three weeks before the proposed activity.

Week the Event is Scheduled	Funding Form Due
October 16 or earlier	September 26
October 30	October 9
November 6	October 16
November 13	October 23
November 20	November 6
December 4	November 13

Total available balance for all clubs is $3,000.

Please note the following schedule includes dates in fall quarter for events scheduled in winter quarter.

Week the Event is Scheduled	Funding Form Due
January 8	November 20
January 15	December 4
January 22	December 4
January 29	January 8
February 5	January 15
February 12	January 22
February 19	January 29
February 26	February 5
March 4	February 12
March 11	February 19
March 18	February 26

Total available balance for all clubs is $2,000.

Please note that the following schedule includes dates in winter quarter for events scheduled in spring quarter. Additionally,

Week the Event is Scheduled	Funding Form Due
April 1	March 11
April 8	March 18
April 15	March 25
April 22	April 1
April 29	April 8
May 6	April 15
May 13	April 22
May 20	April 22
May 27	April 22
June 3	April 22
June 10	April 22

Travel Funding Deadline Dates

Traveling with your club is a great way to learn something through conferences or professional development meetings. Students in chartered clubs may request travel. However, due to the complexity of college travel policies more time is necessary to successfully process travel requests. Please note there are other processes for college travel, other than requesting funds. The Office of Student Life completes all paperwork for student travel when funded with these dollars. Travel funding can include covering expenses for the following:

Airline tickets
Conference Registration
Hotel reservations
Meals
Mileage costs

Any funding request should include all costs associated with travel. Most likely, not all expected expenses for travel will be covered by these funds and alternative plans should be made to cover all travel costs. Student groups may use fundraising programs to cover additional expenses.

Summer quarter is shorter than other quarters and the Office of Student Life does not accept travel requests during July.

Expected Week of Travel	Funding Form Due
October 2	August 28
October 9	September 5
October 16	September 12
October 23	September 18
October 30	September 25
November 6	October 2
November 13	October 9
November 20	October 16
November 27	October 23
December 4	November 6
After December 4 and Until Mid January	November 6

Week of Expected Travel	Funding Form Due
January 8	November 6
January 15	November 6
January 22	December 4
January 29	December 4
February 5	January 8
February 12	January 15
February 19	January 22
February 26	January 29
March 4	February 5
March 11	February 12
March 18	February 19

Week of Expected Travel	Funding Form Due
April 1	March 4
April 8	March 11
April 15	March 18
April 22	March 25
April 29	April 1
May 6	April 8
May 13	April 8
May 20	April 8
May 27	April 8
June 3	April 8
June 10	April 8

Item Purchasing Deadline Dates

Purchasing branded items like t-shirts, pens, stickers, or mugs can often take an extended amount of time. The college orders from state approved vendors who produce quality items. Given the schedule of producing art, printing, and delivery, it could take between 4 and 6 weeks for final delivery. Please use the deadline dates when wanting to order branded items for a fundraiser.

Week Sale is Scheduled	Final Order Request Due
October 2	September 4
October 9	September 11
October 16	September 18
October 23	September 25
October 30	October 2
November 6	October 9
November 13	October 16
November 20	October 23
November 27	October 30
December 4	November 6

Week Sale is Scheduled	Final Order Request Due
January 8	December 4
January 16	December 11
January 22	December 18
January 29	December 18 (due to holiday schedule)
February 5	January 8
February 12	January 15
February 19	January 22
February 28	January 29
March 4	February 5
March 11	February 12
March 18	February 19
March 25	February 26

Week Sale is Scheduled	Final Order Request Due
April 1	March 4
April 8	March 11
April 15	March 11
April 22	March 18
April 29	March 25
May 6	April 1
May 13	April 8
Due to purchasing deadlines all remaining sales for spring quarter must have requests completed by April 8.