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 Deadlines:
| LEF/ARCADE Funding Cycles and Deadlines | ||||
| Funding Cycle | Summer | Fall | Winter | Spring |
| Events Occurring | Jul-Sep | Oct-Dec | Jan-Mar | Apr-Jun |
| Deadline | Jun 1 | Sep 1 | Dec 1 | Mar 1 |
| Late Application Deadline | Jun 8 | Sep 8 | Dec 8 | Mar 8 |
| Report Deadline | 30 days after event | |||
| Final Report Deadline | Oct 31 | Jan 31 | Apr 30 | Jul 31 |
Note: The deadlines for each cycle may change, but the actual deadlines will not be earlier than those listed above. Please refer to the notification from ASA-official for details.
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 early as possible. For some tips on event planning, please refer to the Event Planning Guide published by the Student Organizations, Leadership and Engagement office (SOLE). You are strongly encouraged to visit the SOLE 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 SOLE staff, contacting ASA Treasurer (optional)
Groups are encouraged to meet with SOLE staff for feedback, especially for new events. In particular, groups paying honoraria or expenses for performers or speakers must meet with SOLE about the event before applying. Contact SOLE 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-treasury@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. The link will be sent in an asa-official email.
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.
6. Allocations Posted
Applicants will be notified of the result of their funding request via email. 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/ARCADE.
- Reimbursement of Funds and Post Event Report
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 the transfer does not go through 2 weeks after you receive your allocation notice, please contact asa-treasury@mit.edu.
Within 30 days of your event, you must submit a post-event report detailing your expenditures and the outcome of the event. Please follow the instructions in the allocation email to submit reports. 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 10% of the allocation will be revoked from your reimbursement. Every 14 days following, an additional 10% from the initial allocation will be revoked. All allocations will be revoked if the report is not received within one (reduced from two -- 5/15/23) months after the cycle ends. Should there be any extenuating circumstances that would prohibit your group from submitting the post event report within the allotted timeframe, please contact asa-treasury@mit.edu within 1 month of the event.
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-treasury@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, and representatives from the UA and GSC.