Co-Sponsor Information

A.S./CASE COSPONSOR FUND REQUEST FORM
INSTRUCTIONS 2007-2008

PLEASE NOTE:
APPLICATIONS NOW BEING ACCEPTED FOR THE 2007-2008 SDSU ACADEMIC YEAR

Co-Sponsorship Fund Request Form

The SDSU Associated Students CASE (Cultural Arts and Special Events) Board is pleased to cosponsor events with other SDSU student on-campus organizations. This potential subsidy from CASE/A.S. hopefully will enable many student organizations to create more free diverse programs for SDSU students. Please be sure that you are eligible and can comply with the following 23 guidelines for funding.

1. IMPORTANT! THE CO-SPONSOR REQUEST FORM NEEDS TO BE TURNED IN 8 WEEKS PRIOR TO YOUR PROPOSED SCHEDULED EVENT. This co-sponsor application must be made by a student executive member of the requesting student organization or have the signature of approval by the president of the requesting SDSU student organization.
2. Only officially sanctioned San Diego State University student organizations that are registered with the division of Student Affairs through the Student Activities and Campus Life office are eligible for co-sponsor funding for a maximum of $1000.00 per co-sponsor program. Your organization is fully responsible for all details from planning to coordinating and promoting your event. An event approval form must be submitted and approved by Student Activities and Campus Life (Student Services West 1661) at least two weeks prior to your event.
3. Please be sure to complete the "FUND REQUEST FORM" with an attached page detailing all the costs and specific details of your event. If the "Fund Request Form" is incomplete, CASE will return the proposal to your organization. The Fund Request Form, as well as any information that you deem beneficial to the approval of your proposal and an attached detailed cost sheet breakdown, needs to be submitted to the CASE office by the designated deadline (minimum 8 weeks prior to your event). After you submit your completed proposal, the CASE board will vote to approve or not approve at least 4 weeks or more prior to the proposed date.
4. Funding Request should specifically detail all costs and expenses as to how the proposed funds will be spent. Please attach a mandatory detailed list of expenses and event costs. CASE will only review the proposal if the supplemental detailed expense sheet is attached to your fund request. Additionally, attach all appropriate documents that support your financial estimate such as speaker or performer's fees, who the entertainment or lectures specifically are, bios and information about those guest artists, and other supplies, publicity or other expenses.
5. Other funding sources for your event need to be requested from other sources prior to this request. Please be sure to add who else is subsidizing your event and how many people you expect to attend.
6. Please check first with Aztec Center Meeting services or appropriate SDSU facility coordinator to see if your proposed location is available.
7. Be specific and note all goals and vision of your proposed program. Note any ways that this event will be culturally, educationally and/or any other way beneficial to the SDSU community.
8. THE PROPOSED EVENT MUST BE A FREE EVENT TO ANYONE ATTENDING. NO DONATIONS, FEES, ADMISSION CHARGES, OR OTHER COSTS MAY BE COLLECTED AT THE DOOR OR AT ANY TIME FOR THE PROPOSED EVENT.
9. The event must be genuinely open and inclusive to all SDSU students and intended to benefit all SDSU students. Therefore, award ceremonies, graduation events, organizational retreats, and other events that are deemed too exclusive will not be eligible for cosponsor funding.
10. The proposed event must be on the SDSU campus. In this way, the event will be more likely to be conveniently accessible and open to all SDSU students. The facility for your event must be confirmed for this proposal to be approved. Your facility confirmation will be verified.
11. The proposed event will not be approved if the date and time conflicts with any other confirmed Associated Students program.
12. The proposed event cannot include costs for food and beverages, lodging, transportation related expenses, t-shirts, prizes, tobacco and alcohol related expenses.
13. Once an organization receives approval from CASE, that organization must make an appointment and meet within one week with the CASE Student Event Coordinator (594-0748) to receive instructions on the next steps and to review the guidelines, contract requests, receipt and reimbursement procedures and other important items.
14. Upon approval, check requests must be submitted immediately to CASE for the purpose of paying all people that are approved for payment for their services: i.e., bands, lecturers, performers.
15. At your meeting with the CASE Student Event Coordinator, you will receive AS and CASE logos for your publicity, contract request, check request forms, receipts, reimbursement procedure, and evaluations.
16. An approved organization must provide publicity for their event. A flyer with the CASE and Associated Students logo must be submitted to the CASE Student Event Coordinator for proofing BEFORE any copies are made. An approval of the flyer will be signed off on the designated publicity approval form. Once approved, a stack of a minimum of 100 flyers must be given to the CASE Student Event Coordinator. The fliers must be provided a minimum of three (3) weeks before the date of the event.
17. When posting promotions, your organization must comply with SDSU posting policy, provided by the CASE Student Event Coordinator.
18. Within one week maximum after your event has been completed, an evaluation form provided to you must be completed and returned to the CASE Student Event Coordinator. The evaluation must be turned in if your organization wishes to be funded by CASE in the future.
19. Organizations that received approval for their event will not receive any paid expenses or reimbursements until publicity has been provided to CASE as stated in #16 and the evaluation has been turned in after the event, stated in #18. FURTHERMORE, if the publicity and evaluation were not received in a timely fashion the semester the event took place, that organization will lose eligibility for cosponsor funding for one year. Also, when eligibility is reinstated, cosponsor funding will not be granted until last year's event evaluation and copy of the publicity with the AS and CASE logos are submitted.
20. Please note that there is a $1000 maximum allocation per programmed event/theme week/series per organization and only one approved program/theme week/series per organization per academic year, contingent that all criteria were complied with prior co-sponsored events with CASE/A.S. The maximum amount for promotions is $100. The maximum amount for supplies/decorations is $100. Therefore, the majority of funds needed would be for contractual guarantees with the performers, guest speakers, facility rentals, labor, or staffing.
21. In the case that any of your proposed details change such as date, time, approved artists and speakers, then the new proposed details must be submitted in writing to CASE for approval.
22. Please submit FOUR copies of your funds request form to the A.S. Business Office, Room 168, Aztec Center Lower Courtyard at least eight or more weeks prior to your event.
23. Political Activities: Title 5 of the State Administrative Code, Section 42403 states: Funds of an auxiliary organization shall be used for purposes consistent with Board of Trustee and Campus Policy, and shall not be used: To support or oppose any candidate for public office, whether partisan or not, or to support or oppose any issue before the voters of this state or any subdivision thereof or any city, municipality, or local governmental entity of any kind except as may be permitted by Section 89300 of the Educational Code. Campus policy may further define guidelines relating to expenditure of A.S. funds on political activities.
24. Any questions regarding these guidelines pertaining to CASE cosponsor programs should be directed to: CASE Event Coordinator, AS Business Office, Room 168, Aztec Center, Lower Courtyard. Telephone 619-594-0748.

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