Funding Large Events

The ASA administers two funds for large events at MIT: the Large Event Fund (LEF) and the Assisting Recurring Cultural And Diversity Events (ARCADE) fund.

LEF/ARCADE Forms and Deadlines:

The application for Winter 2019 LEF and ARCADE events can be found here. Submissions are due by December 4th at 11:59 PM.

2019-2020 LEF/ARCADE Funding Cycles and Deadlines
Funding Cycle Summer Fall Winter Spring
Events Occurring July-Sept. Oct.-Dec. Jan.-March Apr.-June
Deadline 1 June 2019 1 Sept. 2019 4 Dec. 2019 1 March 2020
Late Application Deadline 8 June 2019 8 Sept. 2019 11 Dec. 2019 8 March 2020
Allocations Jul-Sept
2019
Oct-Dec
2019
Jan-Mar
2019
Apr-Jun
2020

 

LEF/ARCADE Application Roadmap

Your application to LEF or ARCADE should follow the steps outlined below.

-PRE-APPLICATION ROADMAP-

1. Plan event and develop budget

Plan your event as usual. For some tips on event planning, please refer to the Event Planning Guide published by the Student Activities Office (SAO). You are strongly encouraged to visit the SAO in W20-549 to get help with organizing your event.

2. Review LEF/ARCADE descriptions and policies

Please review the fund descriptions and guidelines to ensure that your event is appropriate for one of the funds.

3. Seek feedback: meeting with SAO staff, contacting ASA Treasurer

Groups encouraged to meet with SAO staff for feedback, especially for new events. In particular, groups paying honoraria or expenses for performers or speakers must meet with SAO about the event before applying. Contact the SAO in W20-549 to schedule a meeting and please email well in advance of the deadline.

If you have any questions, contact the ASA Treasurer at asa-treasurer@mit.edu at least 7 days in advance of the application deadline; should you contact the Treasurer within less than 7 days before the deadline, you are not guaranteed a reply prior to the deadline. This is especially suggested for new events or events that have not received funding from us in the past, should you have any questions or concerns.

4. Check venue availability and make reservations

It can be difficult to reserve event space at the last minute, so the success of your event depends on having the venue reserved well in advance. To reserve CAC spaces, please visit the CAC FAQ, and to reserve classrooms please refer to the Scheduling Office.

5. Apply online

LEF and ARCADE applications are submitted via the online form linked at the top of this page (MIT certificates required).

For an example of a good budget, please refer to the following sample budget. Please note that should your line items in your budget be not specific enough, we will request that you submit an updated budget, and you will not be able to apply during the appeal process. Also, check out the application tips and guidelines and note in particular the requirements for events with invited/featured speakers and/or performers.

6. Allocations Posted

Applicants will be notified of the result of their funding request via email. Allocation results will also be posted on the ASA website. Results should be available within three weeks of the application deadline.

 

-POST ALLICATIONS ROADMAP-

- Advertising Events and Promotional Material

LEF and ARCADE events must be advertised. All events must be registered at events.mit.edu to indicate that they are open to the MIT community. All promotional materials (posters, emails, etc.) should indicate that the event is sponsored or funded by LEF or ARCADE.

- Reimbursement of Funds and Post Event Report

As of spring 2019, the ASA has changed to a new reimbursement process for groups. The entire allocated amount of funding from the LEF or ARCADE grant will be transferred to your group's account once allocations are relased. If your reimbursement does not go through 2-weeks after you receive your allocation notice, please contact asa-treasurer@mit.edu.

Within 30 days of your event, you must submit a post-event report detailing your expenditures and the outcome of the event to the ASA Treasurer at asa-treasurer@mit.edu, with subject line "LEF/ARCADE Post-Event Report." Instructions on how to prepare a post-event report are available here. One month following the event, if the post-event report was not submitted, a penalty of 5% of the allocation will be revoked from your reimbursement. Every 14 days following, an additional 5% from the initial allocation will be revoked. Should there be any extenuating circumstances that would prohibit your group from submitting the post event report within the allotted timeframe, please contact asa-treasurer@mit.edu within 1 month of the event. After the post-event report is received and approved, the difference between the amount expended and the amount allocated plus any late penalties accrued will be transferred out of your group's main account.

 

Appeals:

Neither the LEF or ARCADE fund has a formal appeals process; appeals are dealt with on a case-by-case basis as soon as they are submitted. If you would like to appeal a decision, please email asa-treasurer@mit.edu.

Board Members:

The ASA Treasurer is the chair of the LEF and ARCADE Funding Board. Other members of the board include members of the ASA, the GSC Treasurer, and the UA Treasurer.