diff --git a/docs/about/funding.md b/docs/about/funding.md index 4f2fcec1..4344c698 100644 --- a/docs/about/funding.md +++ b/docs/about/funding.md @@ -5,55 +5,298 @@ sidebar_position: 2 # Budget and Event Funding -## Budget - -DormCon -[maintains a budget](https://docs.google.com/spreadsheets/d/1UPuOOGkemUujGznduOHi4RSK1Wza2Hxgu3fIhYua50Q/edit?usp=sharing) -in order to help fund events in the dorm community and for operational expenses. -We are committed to keeping extraneous costs low in order to maximize the amount -of money available for events that enhance the residential experience. As -[approved by dorm presidents](https://web-cert.mit.edu/dormcon/cert_minutes/2024-02-29.pdf), +:::info + +These guidelines were last updated on 1/31/2026. Please reach out to the DormCon +Treasurer with any questions. + +::: + +DormCon [maintains a budget][budget] in order to help fund events in the dorm +community and for operational expenses. We are committed to keeping extraneous +costs low in order to maximize the amount of money available for events that +enhance the residential experience. As [approved by dorm presidents][tax], DormCon receives $10 of house tax from every dorm resident. -## Funding Guidelines +In addition, beginning Spring 2026, DormCon is receiving additional semesterly +funding to distribute to residence halls for large events from the MIT Division +of Student Life, in lieu of (now defunct) LEF/ARCADE grants.[^1] This is in +recognition of the value that undergraduate residence halls have on the student +experience, and is fully distributed directly to dorms every semester based on +request. Furthermore, DormCon annually funds campus-wide events such as +[Campus Preview Weekend (CPW)](https://cpwcommunity.mit.edu/), +[Residential Exploration (REX)](/rex), and +[DormCon Apple Picking](https://mitadmissions.org/blogs/entry/i-picked-my-first-apple/), +as well as individual dorm events, inter-dorm events, and events sponsored by +individual dorm residents. + +All funding requests are first reviewed by the DormCon Treasurer, then voted on +by the dorm presidents at a general body meeting, and a representative of the +group/organization requesting funding may be requested to attend as needed. This +is to ensure a spirit of transparency, collaboration, and fiscal responsibility. +Any questions should be directed to the DormCon Treasurer by emailing +. + +## Individual Dorm Events + +### Definition {#individual-definition} + +Events that are sponsored by one dorm and are open and advertised to all +undergraduate residents. + +### Examples {#individual-examples} + +- [DTYD](https://mitadmissions.org/blogs/entry/dance-til-you-drop-53rd/) +- [FredFest](https://thetech.com/2025/10/23/fredfest-2025) +- [Baker Piano Drop](https://news.mit.edu/2018/just-drop-it-mit-baker-house-piano-drop-0524) +- [Bad Ideas Weekend](https://thetech.com/2026/01/29/bad-ideas-2026) +- [Next Haunt](https://mitadmissions.org/blogs/entry/group-post-next-haunt-2024-the-survivors/) + +### Specifications {#individual-specifications} + +**Events that are to be funded by DormCon must follow certain guidelines.** + +- All DormCon-funded individual dorm events must be open to all undergraduate + dorm residents. +- Events will not be given funding exceeding 50% of the eligible budget for said + event +- Line items for publicity, giveaways (besides event food), or alcohol are not + eligible for DormCon funding. +- Event leaders are expected to handle EHS and risk management issues for their + event. +- DormCon must be listed as a funding source in all advertisements and publicity + materials for the event. + +### Application Deadlines {#individual-deadlines} + +[Applications][application] for event funding must be received by the DormCon +treasurer no later than one week before the DormCon general body meeting at +which that event is to be discussed. Funding will be transferred into dorm +accounts after the [Post-Event Report][post-event] is submitted. + +### Event Funding Application Form {#individual-application} + +1. What is your event and how does it involve dorm culture? (100 words minimum) +2. Dorm sponsor (i.e. the dorm involved) +3. Location +4. Date and time +5. Number of people the event can accommodate (at one time and total) +6. Expected attendance (at one time and total) +7. Comprehensive budget of entire event that follows the following guidelines: + 1. Itemized (as much as is reasonable) + 2. Expected alternative/extra funding sources + 3. Expected cover charge/tickets, if applicable. Indicate which items that + will be covered by DormCon funding + 4. Do you expect this to be a repeating event? + +### Post-Event Report {#individual-report} + +- After the event, you are required to submit a post event report, which should + detail final expenses and the number of attendees, as well as any other + relevant notes. +- DormCon reserves the right to rescind or reduce funding if this report is not + submitted, or if the final reported expenses are significantly different from + the budget submitted on the funding application. In such a case, dorm + presidents will vote to approve the reduction in funding at the next possible + GBM. + +## Inter-Dorm Events + +### Definition {#inter-definition} + +Events that are sponsored by multiple dorms. + +### Examples {#inter-examples} + +- Spring Picnic +- Fall Carnival +- Multi-dorm formal + +### Specifications {#inter-specifications} + +**Events that are to be funded by DormCon must follow certain guidelines.** + +- Events will not be given funding exceeding 50% of the eligible budget for said + event +- Line items for publicity, giveaways (besides event food), or alcohol are not + eligible for DormCon funding. +- Event leaders are expected to handle EHS and risk management issues for their + event. +- DormCon must be listed as a funding source in all advertisements and publicity + materials for the event. + +### Application Deadlines {#inter-deadlines} + +[Applications][application] for event funding must be received by the DormCon +treasurer no later than one week before the DormCon general body meeting at +which that event is to be discussed. Funding will be transferred into dorm +accounts after the [Post-Event Report][post-event] is submitted. + +### Event Funding Application Form {#inter-application} + +1. What is your event and how does it involve dorm culture? (100 words minimum) +2. Dorm sponsors (i.e. the dorms involved) +3. Location +4. Date and time +5. Number of people the event can accommodate (at one time and total) +6. Expected attendance (at one time and total) +7. Comprehensive budget of entire event that follows the following guidelines: + 1. Itemized (as much as is reasonable) + 2. Expected alternative/extra funding sources + 3. Expected cover charge/tickets, if applicable. Indicate which items that + will be covered by DormCon funding + 4. Do you expect this to be a repeating event? + +### Post-Event Report {#inter-report} + +- After the event, you are required to submit a post event report, which should + detail final expenses and the number of attendees, as well as any other + relevant notes. +- DormCon reserves the right to rescind or reduce funding if this report is not + submitted, or if the final reported expenses are significantly different from + the budget submitted on the funding application. In such a case, dorm + presidents will vote to approve the reduction in funding at the next possible + GBM. + +## Resident Events + +### Definition {#resident-definition} + +Events that are sponsored by individual dorm residents and are open and +advertised to everyone. + +### Examples {#resident-examples} + +- A Doctor Who watch party +- RPM study break + +### Specifications {#resident-specifications} + +**Events that are to be funded by DormCon must follow certain guidelines.** + +- All DormCon-funded individual dorm events must be open to all undergraduate + dorm residents. +- Events will not be given funding exceeding 50% of the eligible budget for said + event +- Line items for publicity, giveaways (besides event food), or alcohol are not + eligible for DormCon funding. +- Event leaders are expected to handle EHS and risk management issues for their + event. +- DormCon must be listed as a funding source in all advertisements and publicity + materials for the event. + +### Application Deadlines {#resident-deadlines} + +[Applications][application] for event funding must be received by the DormCon +treasurer no later than one week before the DormCon general body meeting at +which that event is to be discussed. Funding will be transferred into dorm +accounts after the [Post-Event Report][post-event] is submitted. + +### Event Funding Application Form {#resident-application} + +1. What is your event and how does it involve dorm culture? (100 words minimum) +2. Sponsors (i.e. the dorm residents involved) +3. Location +4. Date and time +5. Number of people the event can accommodate (at one time and total) +6. Expected attendance (at one time and total) +7. Comprehensive budget of entire event that follows the following guidelines: + 1. Itemized (as much as is reasonable) + 2. Expected alternative/extra funding sources + 3. Expected cover charge/tickets, if applicable. Indicate which items that + will be covered by DormCon funding + 4. Do you expect this to be a repeating event? + +### Post-Event Report {#resident-report} + +- After the event, you are required to submit a post event report, which should + detail final expenses and the number of attendees, as well as any other + relevant notes. +- DormCon reserves the right to rescind or reduce funding if this report is not + submitted, or if the final reported expenses are significantly different from + the budget submitted on the funding application. In such a case, dorm + presidents will vote to approve the reduction in funding at the next possible + GBM. + +## Non-Event Funds + +### Definition {#non-definition} + +Funds for the betterment of the residential experience at MIT, but not +necessarily for a specific event. May be sponsored either by dorm or individual +dorm residents. + +### Examples {#non-examples} + +- Laundry pilot programs +- Dorm food pantries +- Facilities repairs +- Mural boards + +### Specifications {#non-specifications} + +**Funds given by DormCon must follow certain guidelines.** + +- No funding from DormCon may be given such that more than 50% of the budget for + said purpose is from DormCon. +- Line items for publicity, giveaways (besides event food), or alcohol are not + eligible for DormCon funding. +- DormCon must be listed as a funding source in all advertisements and publicity + materials, if applicable. + +### Application Deadlines {#non-deadlines} + +[Applications][application] for funding must be received by the DormCon +treasurer no later than one week before the DormCon general body meeting before +it is to be used. Funding will be transferred into dorm accounts after the +[Post-Event Report][post-event] is submitted. + +### Funding Application Form {#non-application} -DormCon is committed to supporting events in the dorm community through funding -and advisory roles. -[The following funding guidelines](/pdf/DormconFundingS24.pdf) were adopted as -of spring 2024; if you plan to apply for event funding, you must read these -updated guidelines. Some important facts are noted below: +1. Detailed purpose of funding +2. How does your request involve dorm culture? (200 words minimum) +3. Sponsors (i.e. the dorms, communities, or residents involved) +4. Comprehensive budget that follows the following guidelines: + 1. Itemized (as much as is reasonable) + 2. Expected alternative/extra funding sources + 3. Do you expect this to be a repeating funding request? -- Funding applications must be submitted at least one week before the meeting at - which the application is to be discussed. +### Post-Funding Report {#non-report} -- If possible, event applications should be submitted by the second DormCon - meeting of the term. Up to 50% of event funds may be distributed at this time, - with the remainder available for applications on a rolling basis. +- After the funding is used, you are required to submit a post funding report, + which should detail final expenses and any other relevant notes. +- DormCon reserves the right to rescind or reduce funding if this report is not + submitted, or if the final reported expenses are significantly different from + the budget submitted on the funding application. In such a case, dorm + presidents will vote to approve the reduction in funding at the next possible + GBM. -- The online application must be filled out for any events and a representative - from the group will be contacted to attend a DormCon meeting as needed. - Rolling events must be submitted three weeks prior to the event in order to - allow sufficient time for DormCon review and potential approval. +## Other Funding Sources -- No event will be funded beyond 50% of its total event budget, up to a maximum - of $500 for parties and $2000 for all other events. Party organizers - [can email the DormCon Treasurer](mailto:dormcon-treasurer@mit.edu) with an - explanation to request that their event be considered for the full $2000. +:::note -- In order to actually get the funding transferred into your account, you must - fill out a post-event report. +If you know of other relevant funding sources for residence halls and living +groups, let us know! -- Events must be classified into one of four categories; in general, preference - will be given to events which are advertised to the entire dorm community and - subsequently to those which are sponsored by multiple dorms. Events sponsored - by (non-dorm) student groups are not eligible for funding. +::: -## Application +Other funding sources include: -**To apply for event funding, please fill out -[our application](https://forms.gle/fRBN2P9PVy2jpeSKA).** +- Your dorm's house tax +- [De Florez Fund for Humor](https://shass.mit.edu/for-students/student-funding-and-awards/de-florez-fund-for-humor/) +- [Baker Foundation](https://firstyear.mit.edu/baker-foundation/) +- [Council of the Arts at MIT (CAMIT)](https://arts.mit.edu/camit/funding/) +- [Weekends@MIT](mailto:weekendsmit_support@mit.edu) -## Post-Event Report +[budget]: + https://docs.google.com/spreadsheets/d/1UPuOOGkemUujGznduOHi4RSK1Wza2Hxgu3fIhYua50Q/edit?usp=sharing +[tax]: https://web-cert.mit.edu/dormcon/cert_minutes/2024-02-29.pdf +[application]: https://forms.gle/LJJqy6nmNpuQjfHQ8 +[post-event]: https://forms.gle/V2FF6xMPhSp1ntpUA -**Once the event is over, please fill out a -[post-event report](https://forms.gle/V2FF6xMPhSp1ntpUA).** +[^1]: + Due to increased funding directly from DSL, residence halls are no longer + eligible for SGFC funding (which took over funding from the ASA's LEF/ARCADE + grants, UA's FinBoard, and GSC's Funding Board). More information on what + led to the creation of the SGFC can be found in the final report of the the + [Student Organization Working Group](https://studentlife.mit.edu/campus-communities/student-activities/student-organization-working-group/).