Apply for funding

• Planning an event

  Consider the following as you begin to plan your event:

  • What action items must you complete before you request funding?
  • What information needs to be included in your budget request?
  • What is fundable? What isn’t?
  • How can you ensure your budget request will be approved?

  For assistance with planning your event, Contact Deirdre Turner, Coordinator of Student Organizations Programs and Events at dturner@wayne.edu or (313) 577-7865.
  
  Download the event planning checklist (PDF)

• 2022 budget submission deadlines

  Event date is on or after	Submission Deadline	SAFB will review submissions
  September 4, 2022	August 3, 2022 by 11 a.m.	August 4, 2022
  September 25, 2022	August 24, 2022 by 11 a.m.	August 25, 2022
  October 8, 2022	September 7, 2022 by 11 a.m.	September 8, 2022
  October 29, 2022	September 28, 2022 by 11 a.m.	September 29, 2022
  November 20, 2022	October 19, 2022 by 11 a.m.	October 20, 2022
  December 10, 2022	November 9, 2022 by 11 a.m.	November 10, 2022
  January 9, 2023	December 7, 2022 by 11 a.m.	December 8, 2022
  February 12, 2023	January 11, 2023 by 11 a.m.	January 12, 2023
  March 2, 2023	February 1, 2023 by 11 a.m.	February 2, 2023
  March 22, 2023	February 22, 2023 by 11 a.m.	February 23, 2023
  April 9, 2023	March 8, 2023 by 11 a.m.	March 9, 2023
  If your event is on or before April 21, 2023	March 29, 2023 by 11 a.m.	March 30, 2023

  Late proposals will not be accepted. Funding is only available to student organizations during the fall and winter semesters. Spring/summer funding cannot be approved.

• Event ideas

  If you are looking to do a crafting activity of some kind, and would like to get items to students, you can check out the following vendors for their activities which can be requested through your proposal. You can also request speakers and other virtual events to fit your programming needs.

  The College Agency

  Neon Entertainment

  Matrix Entertainment

  RK Entertainment

  SWANK Motion Pictures, Inc.

  Everything but the Mime

  Kanopy (films and documentaries)

  Rebelle Events

• Funding eligibility

  All events and proposals must meet the following minimum requirements, or they will be excluded from consideration:

  • Event is free and open to any student and the public
  • Student organization is recognized on Get Involved
  • An event must be created in Get Involved
  • Funding is only available to student organizations during the fall and winter semesters. Spring/summer funding cannot be approved.

  How to reserve space on campus

• Reserving event space on campus

  View the Coronavirus site for the latest updates regarding events on campus.

  Classroom spaces

  Classroom spaces are reserved using the event submission in Get Involved. The Dean of Students Office will assist in reserving classroom spaces once the submission is completed.

  How to reserve a classroom space

  Please contact 313-577-1010 or dosofrontdesk@wayne.edu with any questions.

  Student Center Administration (SCA) spaces

  To reserve space managed by SCA, use the link below. If you would like to see the pictures of the spaces, capacity, and A/V capability, please visit reservable spaces. A list of Student Center policies can be found on the policies page.

  Reserve SCA space 

  If you have any questions, please contact screservations@wayne.edu.

  University Library System spaces

  To reserve space in one of the University Libraries, please use the Library Space Reservation Form.

  Library Space Reservation Policies and Reservable Spaces

  Questions should be directed to Nancy Swenskowski (dx1451@wayne.edu). 

  Reserve Library space

• Approval process

  SAFB only meets on the dates listed in the “Dates and deadlines” section. Student organizations receive notification of approval or denial within three business days of the SAFB meeting dates. Communication about the proposal and event will only occur with the student who submitted the request. Event proposals may be approved in-full, in-part, not at all, or deferred depending on volume.

  Funding decisions are based on the following criteria:

  • Cost (total and individual line items)
  • Event date
  • Adherence to guidelines/deadlines
  • Group capacity to plan event
  • Impact on campus life
  • Inclusivity of all students and the public
  • Number of proposals submitted per group
  • Similar events already approved

  Why events/expenses get denied

  The following is a non-exhaustive list of why events may be denied in part or completely:

  • Proposal requests a date for funding that is outside the deadline
  • Funding was requested for an item that cannot be approved
  • DOSO cannot confirm the legitimacy of a requested vendor’s services
  • Event space is not available
  • Requested amount for vendor compensation is not fair market value for comparable services
  • Cost is too high
  • Too many similar events are already occurring
  • Group has applied for funding an excessive number of times
  • Event is non-inclusive and/or does not clearly describe the impact on campus life
  • Group did not adhere to policies and/or guidelines
  • Date of event conflicts with another major campus event
• Create and promote your event

  Create an event in Get Involved

  Make sure your events are in the organization's Get Involved page. If you submitted an event for classroom space, your event will be approved when DOSO has the space reserved. If have an event in another space, follow the steps to create an event and select "Create an Event" on the Location Selection page. These events will be approved by DOSO without a reservation. Please note that by doing this, this DOES NOT secure your reservation of the space. 

  Reasons to create an event 

  • You can request the event be added to the Get Involved newsletter.
  • You can manage RSVPs and track attendance for your events. 
  • By tracking attendance you will receive the emails of attendees so you can contact them about upcoming organization events and opportunities and receive event feedback.
  • Based on recent surveys, most students are finding events on campus by looking in Get Involved!
• Fundable and non-fundable event expenses

  All expenses are to be billed directly to the Dean of Students Office. Students are responsible for obtaining estimates in advance. DOSO no longer accepts reimbursements.

  Common expenses

  • Advertising: $200.00 limit with Student Center Graphics
  • Decorations: $200.00 limit, and purchased by DOSO
  • Food: $400.00 limit with WSU Dining Services and dining partners
  • Space Reservations: St. Andrew’s Hall and Community Arts Auditorium are rented out to student organizations for a cost, which can be covered.
  • Technology: WSU Media Services, Student Center Administration, Jim Gibbons audio/visual services (Stages are not covered by SAFB)

  Other expenses

  • Film Screening rights: Swank Motion Pictures is used for most screenings
  • Speakers: any individual that will come to campus to speak on a given topic
  • Musical/cultural performers
  • Comedians/artists
  • Workshops

  Non-fundable expenses

  • Photography/videography
  • Hosts & MCs
  • Stage construction
  • Any event that conflicts with a major campus event
  • Off-campus events
  • Travel, membership, dues, and registrations
  • Giveaways (pens, t-shirts, trophies, awards, etc.)
  • Equipment (i.e. cameras, tents, industrial items, etc.)
• Food vendors and packages

  Food and Beverage expenses are limited to $400 per event. Food expenses must be indicated on your budget submission and purchased by WSU Dining Service and their approved partners who accept E-IRBs as payment. If you are including food expenses in your budget, you must include the following on your submission:

  • WSU Catering offers food package options all priced at $400 per selection (listed below). Simply indicate the package number on your budget submission.
  • For orders from approved WSU Dining Partners (listed below), you must obtain a quote or estimate for your selections from the vendor to include in your submission.
  • For snacks/candy, e.g., include item links from Amazon.

  WSU Catering packages

  Serves up to 30 guests

  Package 1

  Mini turkey and cheese wraps
  Mini vegetable wraps
  Fresh fruit or vegetable tray
  Chocolate chip cookies
  Lemonade and ice water

  Package 2

  Chopped BBQ halal chicken salad
  Chopped asian kale salad
  Flat bread
  Fresh fruit tray
  Chocolate chip cookies
  Lemonade and ice water

  Package 3

  Mini muffins
  Mini danishes
  Fresh fruit tray
  Three traveler boxes of regular coffee
  Ice water

  Serves up to 60 guests

  Package 4

  Feta and garlic dip
  Hummus
  Ginger verde guacamole
  Vegetable crudité
  Tortilla and pita chips
  Chocolate chip cookies
  Lemonade and ice water

  Package 5

  Mini muffins
  Five traveler boxes of regular coffee
  Ice water

  Serves up to 100 guests

  Package 6

  Potato chips and dip
  Pretzels
  Roasted peanuts
  Chocolate chip cookies
  Lemonade and ice water

  WSU Dining Partners

  • Gold-n-Greens (in Ghafari)
  • Jimmy Johns
  • Shields Pizza Detroit
  • Jets Pizza (Midtown)
  • Panda Express (SCB)
  • Starbucks (SCB)
  • Subway (Towers)
  • TLC (Tender, Love and Chicken) (SCB)
  • Sushi Kabar (Towers)

  SAFB funds are intended to provide snacks rather than catered meals and cannot fund purchases from external vendors (i.e., restaurants, bakeries, Costco, Sam’s Club, etc.) If you have a question about vendors and options, please contact Deirdre Turner, Coordinator of Student Organization Programs and Events at 313-577-7865 or dturner@wayne.edu.

• Vendor information

  All vendors must provide their own contract to the Coordinator via email within 10 calendar days of the approval notification. All contracts are reviewed and approved by the Office of General Counsel. DOSO reserves the right to refuse contracting any vendor that does not adhere to the timeline, or acts in a way that is disruptive to normal business operations.

  Vendors should be aware of these policies related to contracting with the University:

  • The contract must be written as one between the vendor and Wayne State University
  • All travel expenses must be incorporated into a flat fee for services being provided
  • Payment will be made in full at the time of services, not before
  • All correspondence regarding contracts and documentation must occur with and through the DOSO coordinator

  In addition to vendor contracts, individuals and businesses will be required to complete a W9 if services have not been provided to the University previously. Businesses and other entities are also required to complete a New Vendor Form. These documents will be requested after an event is approved by the Coordinator via email to the vendor.

• Reimbursements

  Out-of-pocket expenses will not be reimbursed. DOSO will expedite all approved purchases. Line items in your event budget must include links where they can be purchased, preferably from Amazon. Line items for food/beverages must be purchased from WSU Campus Dining (Aramark) or WSU Campus Dining partners (refer to Food Policy).

  Questions, please contact Deirdre Turner, Coordinator of Student Organization Programs and Events at 313-577-7865 or dturner@wayne.edu.

• Appeals process

  In the event that your proposal is denied, you have the option to meet with the Coordinator for Student Organization Programs prior to the next SAFB meeting to discuss resubmission of your proposal, with suggested changes from the board, in accordance with posted deadlines. By meeting with the coordinator, you can edit your proposal and adjust it based on the feedback from the student board to meet any policy requirements, or provide any information that was missing. Please note the following non-exhaustive list of reasons why events and expenses are denied whole, or in-part:

  • The proposal request funding for a date for funding that does not align with deadlines
  • Funding was requested for an item that cannot be approved due to university policy
  • DOSO cannot confirm the legitimacy of a requested vendor’s services
  • The requested amount for vendor compensation is not fair market value for comparable services
  • Cost is too high
  • Too many similar events are already occurring in the same period of time, or the date conflicts with another scheduled major campus event
  • Group has applied for funding an excessive number of times
  • Event is non-inclusive and/or does not clearly describe the impact on campus life
  • Group did not adhere to policies and/or guidelines

  Please note that not all proposals can be approved, as funding is available on a limited basis, based on the quality of the proposal and the potential positive impact on the WSU community and campus life.

  If your proposal is denied a second time for any reason, please email a one paragraph summary to the Coordinator of Student Organization Programs addressing the concerns resulting from your submission, and you will receive a response within five business days from the Dean of Students or his designee to discuss the matter further, if necessary.

• Serving on SAFB

  Each year in late Spring, the Dean of Students Office invites students to apply for SAFB membership. Board members serve two semesters (Fall and Winter) allocating funding to assist 500+ registered student organizations at WSU in implementing and developing programs, events, and activities that benefit the WSU student community.

  This is a paid position. Board members are expected to attend 1-2 meetings per month where event requests and budgets are reviewed and approved for funding. Board members must also attend at least 2 events per semester.

  To be eligible for these leadership positions, you must meet these requirements:

  • Be a student in good standing and maintain enrollment for the academic year.
  • Have earned a minimum cumulative GPA of 2.50 and maintain that for the academic year.
  • Have earned a minimum of 24 undergraduate credits or 12 graduate credits at WSU.
  • Be available for Fall and Winter semester meetings on Thursdays from 4 to 6 p.m. (multiple absences will result in removal)

  If you are interested in being a member of the SAFB, please check this page in April 2023 for the 2023-2024 application. Deadlines and other information will be available at that time.