Apply for funding

• Before you apply for funding

  Consider the following before you apply for funding:

  • Is my event fundable?
  • What is fundable? What is non-fundable?
  • Reserve your event space (must be completed before submitting funding request)
  • Create your event on Get Involved (must be completed before submitting funding request)
  • Are you hiring a DJ, guest speaker, entertainment, etc.?
    Vendors are required to complete and submit new vendor documents to be considered and paid for their services.  
  • Check the food policy and food vendors if you're thinking about provided food at the event
    Food expenses must be indicated on your budget submission and purchased by WSU Dining Service or their approved partners who accept E-IRBs as payment.

  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)

• 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 monthly meetings to review event requests and budget submissions.are reviewed and approved for funding. Meetings are held on the first Thursday of each month from 4:30 to 6 p.m., unless impacted by breaks or holidays.
  • Attend at least two events per semester.

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

  • Be a member of a currently Registered Student Organization.
  • 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 4:30 to 6 p.m. Multiple absences will result in removal.

  Application deadline: April 26, 2024 at midnight.

  Apply

• 2023-24 budget submission deadlines

  Event date is on or after	Submission deadline	SAFB will review submissions
  Sept. 1, or after	Wednesday, Aug. 2	Thursday, Aug. 3
  Oct. 6, or after *No events Oct. 16-17	Wednesday, Sept. 6 by 11 a.m.	Thursday, Sept. 7
  Nov. 4, or after *No events Nov. 23-25	Wednesday, Oct. 4 by 11 a.m.	Thursday, Oct. 5
  Dec. 1, or after *No events Dec. 12-19	Wednesday, Nov. 1 by 11 a.m.	Thursday, Nov. 2
  Jan. 8, or after	Wednesday, Dec. 6 by 11 a.m.	Thursday, Dec. 7
  Feb. 3, or after	Wednesday, Jan. 3 by 11 a.m.	Thursday, Jan. 4
  March 1, or after *No events March 11-17	Wednesday, Jan. 31 by 11 a.m.	Thursday, Feb. 1
  April 6-24 *No events April 25-30	Wednesday, March 6 by 11 a.m.	Thursday, March 7

  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.

• Funding eligibility

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

  • Your event is free and open to the WSU community
  • Your event must be on WSU campus, no outside venues
  • Your student organization is registered and can be found on Get Involved
  • Your event must be created on Get Involved
  • You must take attendance at your event using the event pass on Get Involved
  • Funding is available to student organizations during the fall and winter semesters only

   

• What is fundable?

  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: flyers, posters, hot cards, table tents up to $200.00 limit.
    All advertising items must be purchased through Student Life Graphics. Plan accordingly as rush fees will not be funded. Banners and organization table covers are not fundable. 
  • Decorations: up to $100.00 limit.
    Puchases must be made by DOSO through Amazon only. 
  • Supplies/materials: craft materials, cultural and make-and-take items needed to support your event.
    Any pens, paints, markers or supplies are considered the property of DOSO and must be returned post-event. Puchases must be made by DOSO through Amazon only. 
  • Food: a one-time $400.00 limit per academic year per organization with WSU Dining Services and dining partners.
  • Space reservations: St. Andrew’s Hall and Community Arts Auditorium can be rented for student organization events which can be included in a budget request.
  • Technology: AV services provided by Student Center Administration. For production style lighting for fashion shows, performers, etc., request a quote from SAFB preferred vendor Jim Gibbons for audio/visual services at 734-358-0656.
  • Film screening rights: If you plan to screen a film, licensing rights must be purchased. SAFB recommends Swank Motion Pictures for most screenings.
  • Speakers: any individual that will come to campus to speak on a given topic.
  • Musical/cultural performers
  • Comedians/artists
  • Workshops
  • Hosts and MCs
• What is non-fundable?

  These items are not eligible for funding:

  • Photography/videography
  • Water (cases or otherwise)
  • Events that conflict with a major campus event or holiday
  • Clothing that will become the personal property of an individual student
  • Decorative lighting, including fairy lights, disco lights, light bars, etc.
  • Chair covers, tablecloths/covers, centerpieces or fresh flowers
  • Candles (some exceptions)
  • RSO or event giveaways (magnets, pens, t-shirts, branded notepads, exhibits/displays/pop-ups, etc.)
  • Items that are to be given away or donated to anyone who is not a WSU student
  • Gift cards, prize money, gift baskets, tropies/awards, or other purchased giveaways
  • Clothing or apparel items, including costumes
  • Equipment such as cameras, tents, industrial items, etc.
  • Off-campus facility rentals or contracts for events
  • Travel, hotel accommodations, membership dues for local/regional/national organizations, conference registrations, professional certifications or testing

  If you have questions regarding what is fundable/non-fundable, contact Deirdre turner, Coordinator of Student Organization Programs and Events at dturner@wayne.edu or 313-577-7865.

• Approval process

  SAFB only meets on the dates listed in the budget submission deadline 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
• Reserving event space on campus

  Student Center and Campus Reservations spaces

  To reserve space managed by Student Center and Campus Reservations, 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 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

• Vendor information

  Before you request funding

  If you are planning to use the services of a business or individual who has not provided services to WSU within the past year, they will be required to register as a vendor on the Wayne State University Supplier/Vendor Registration portal for Businesses and Non-Employee Individual Payees. This paperwork must be submitted prior to submitting your funding request.

  This process should take your vendor(s) 15 minutes or less to complete. Before beginning, they should have a pdf of their W-9 and any insurance certificates if applicable. Here is a link to IRS Form W-9 [PDF]  which can be saved and included in the registration process.

  After you've received funding

  After you’ve been approved for funding, your vendor(s) must email a contract or invoice for their services to Deirdre Turner, Coordinator of Student Organization Programs and Events at dturner@wayne.edu by Wednesday of the following week.

  All contracts are reviewed and approved by the Office of General Counsel. DOSO reserves the right to refuse to contract 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 Deirdre Turner at dturner@wayne.edu

  Vendor and event ideas

  Depending on what activity or event you are hosting, here are some vendors and event ideas:

  The College Agency

  Neon Entertainment

  Matrix Entertainment

  RK Entertainment

  SWANK Motion Pictures, Inc.

  Everything but the Mime

  Kanopy (films and documentaries)

  Rebelle Events

• Food policy, vendors and packages

  SAFB funds are intended to provide snacks rather than catered meals and cannot fund purchases from external vendors (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 dturner@wayne.edu or 313-577-7865.

  Food expenses are limited to $400 for one event per academic year per organization (no carry over or stacking). Food expenses must be indicated on your budget submission and purchased by the DOSO coordinator through WSU Dining Service or their approved partners who accept E-IRBs as payment. 

  • WSU Catering offers snack package options all priced at $400 per selection (listed below). The student organization menu is designed as an alternative to full-service catering. Your organization will be responsible for pick up at a scheduled time, set-up and clean-up. 
  • All orders are packed in disposable containers and appropriate service utensils are included.
  • Simply indicate the package number on your budget submission.

  Student organization snack packages

  Select one package for your event. No splitting. All packages will feed 65 people.

  Package 1: Bakery sweets

  Mini cupcakes
  Mini brownies
  Mini dessert bars
  Lemonade and ice water

  Package 2: Snack attack

  Assorted mini bags of chips (including Flamin' Hot Cheetos)
  Mini fruit snack packets
  Sour Patch Kids (sour gummy option)
  Starburst candies
  Other candy options (M&Ms, etc.)

  Package 3: Chaat Break

  Veggie samosas
  Roasted vegetables
  Chaat dip with naan
  Fresh fruit tray
  Lemonade and ice water

  Package 4: Mezza snack

  Grilled vegetables
  Pita bread
  Crunchy crackers
  Hummus
  Tabbouleh
  Kalamata or brined green olives
  Lemonade and ice water

  Package 5: Seasonal fruit and nut snack

  Fresh seasonal fruit
  Honey Greek yogurt dip
  Orange cashew popper
  Lemonade and ice water

  Package 6: Seasonal vegetable

  Seasonal raw vegetables (baby carrots, cucumbers, celery sticks, tomatoes and red and green peppers)
  Ranch dressing
  Hummus
  Crunchy crackers
  Lemonade and ice water

  Package 7: Southwestern snack

  Seven-layer dip (refried beans, guacamole, sour cream, cheese, tomatoes, green onion)
  Salsa
  Tortilla chips
  Cinnamon churros
  Lemonade and ice water

  Package 8: Coffee break

  Mini dessert break (banana bread, coffee cake, etc.)
  Mini muffins
  Mini bagels and cream cheese
  Traveler boxes of regular coffee and coffee condiment

  WSU Dining Partners

  To order food from the approved partners listed below, you must obtain a quote or estimate form the vendor to include in your budget submission. Student organizations will be responsible for pick up at a scheduled time, set-up and clean-up.

  • Jimmy Johns
  • Shields Pizza Detroit
  • Jets Pizza (Midtown)
• 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!
• 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.

• Who is SAFB?

  The Student Activities Funding Board (SAFB) is a viewpoint-neutral student body responsible for the allocation of funds to registered student organizations. This committee is comprised of nine currently enrolled students, with partial representation from the Student Senate. Board members serve fall and winter semesters and are appointed yearly.