Society Grants

The application process for grant funding from the Students' Guild

The application process for grant funding from the Students' Guild

 

**Society GrantMusic Society Grant and Inspirational Speaker's Fund applications for Term 1 are now closed**

The application windows for 2019/20 are: 

Term 1:
Applications open: Monday 30th September 2019, 09:00 (Week 2)
Application deadline: Monday 14th October 2019, 17:00 (Week 4)

Societies Council Decisions: Wednesday 23rd October (Week 5)
Term 2:
Applications open: Monday 6th January 2020, 09:00 (Week 0)
Application deadline: Monday 3rd February 2020, 17:00 (Week 4)
Societies Council Decisions: Wednesday 12th February (Week 5)
Term 3:
Applications open: Monday 30th March 2020, 09:00 (Start of Easter break)
Applications close: Monday 27th April 2020, 17:00 (Week 1)

Societies Council Decisions: Wednesday 6th May (Week 2)
To make sure you receive a decision in good time for your event, please submit applications for the funding round which comes before your event date. (For example, if your event is before the Decisions date for Term 2 (12th February), please apply in the Term 1 funding round). 

The Society Grants application form can be found here.
The Music Society Grants application form can be found here.
The Inspirational Speaker's Fund application form can be found here.
Please ensure you have read the below criteria before submitting your application.
 

Society Grant Application Guidelines

What is a Society Grant?

Every year the Guild has £20,000 to give out across the academic year to societies and student groups for events and projects. This funding is allocated by Societies Council; the democratic body of elected students who represent you. There is a grant funding round each term.

If you are applying for a grant for a speaker event, you can apply for the Inspirational Speaker's Fund. Find out more and apply here.

How much can I apply for? 

Groups can apply for funding up to £700.

Societies Council reserve the right to award less than what you apply for, so follow the guidelines below to make sure your application really explains how you are using the money. 

What is eligible for a grant?
  • A new event, or project for your society (something that goes beyond your core annual aims & objectives and that has not happened in the last 3 years). This can include travel (cheapest form available) or venue hire for the event.

  • Startup costs for a newly affiliated society or group (including membership to relevant national organisations)

  • A new initiative or element for existing projects or regular events (for example, an innovative fundraiser for an annual event) 

  • Equipment (including single-use equipment) that is not already available to the society, and that is not replacing equipment fundamental to the purpose of the society.

  • Projects that allow for collaboration between groups. 

  • Projects where the level of funding correlates with the level of impact.

  • Competition entry

What is not eligible for a grant?
  • Events which are completely reliant on the grant, or which profit without using the grant.

  • Annual/regular events with no new elements 

  • Retrospective funding (remember that your application will take time to be reviewed after the deadline, so refer to the grant deadlines to make sure you apply in the right funding round)

  • Repeat events for your society, which have taken place within the last 3 years

  • Anything which is part of the core expected action defined by the aims and objectives of the group 

  • Equipment which fulfils the fundamental purpose of the group (this should be funded by membership fees)

  • Replacing damaged or lost equipment

  • Events that only benefit a small number of people and are unlikely to impact positively on a wider network of people 

  • Donations to another organisation/charity 

  • Single-use promotional materials

  • Gifts for non-members of the Students' Guild

  • Refreshments will be funded at the discretion of Societies Council

What will help my application to stand out and be successful?:
  • The grant will have a meaningful and positive impact on a significant number of members

  • The grant will increase diversity of participation

  • The application is supported by a well-researched and realistic budget (based on quotes from suppliers)

  • The grant will have a meaningful impact on the university and the wider community

  • The grant will further the Aims & Objectives of the group (not including anything which is part of the core annual expected action of the group). You can view your Aims & Objectives on your society webpage. 

  • The grant will raise the profile of the group or Students’ Guild locally, nationally, or internationally.

We also take into consideration: 
  • The financial situation of the group requesting a grant 

  • The annual performance of the group – have you provided a range of events for members? Did you complete your annual budget on time? 

music society grant application guidelines

What is a Music Society Grant?

The Guild has £10,000 to give out across the academic year to music and theatre societies and student groups for events and projects. This funding is allocated by Societies Council; the democratic body of elected students who represent you. Music Society Grants are included in the same termly grant funding rounds as Society Grants.

How much can I apply for? 

Groups can apply for music society grant funding up to £1000.

Societies Council reserve the right to award any amount up to what you apply for, so follow the guidelines to make sure your application really explains how you are using the money. 

The following conditions must be met for an application to be considered:
  • The society or group is affiliated to the University of Exeter Students' Guild
  • The application is not made retrospectively
  • The funding will beneft the society or group and its members as a whole, and not individual members
  • Music Society Funding cannot be applied for, for events or projects which are being considered for funding from Society Grants
What is eligible for a music society grant? (In addition to the Society Grant Criteria, which must also be met)
  • The funding will encourage the promotion of student-led music in the wider community of Exeter or further afield
  • The fundingw ill be used to promote the development or improvement of musical abilities of members of the society, be it the adoption of a new skill or the refinement of an old one
  • Equipment, including hire, purchase or repair (except where due to neglect, misuse or loss)
  • Sheet Music, including music hire, purchase or photocopying (subject to compliance with Copyright Law)
  • Licensed Venue Hire, where a suitable Guild space isn otherwise not available - or where a specific performance venue is desired
  • Professional fees of conductors, instructors, teachers, etc. for a unique, non-regular event.
What is not eligible for music grant funding? (In addition to Society Grant ineligibility criteria, which also apply)
  • Repairs to equipment, necessary due to neglect
  • The professional fees of conductors, instructors, teachers, etc. for regular sessions
  • Accommodation for society members on social trips
  • Additional insurance costs 

How does the grant application process work?

Step 1: Apply

Fill out the Society Grant or Music Society Grant form to submit your application. You'll receive a confirmation email that your application has been received, usually within one working week.

Note: Attaching a Budget 

As part of your application, you must submit a budget to detail the income and expenditure of your grant proposal. This budget must be a budget for the whole event, and should include all potential income/expenditure.

You must use the appropriate Guild budget template and include this grant in the 'income' column, so we know how it fits in with your budget. Remember that VAT will not be charged on this grant. 

If you are applying for equipment, you must submit 3 quotes at different prices to support your application. You can email your quotes to Activities anytime before the grant application deadline.

You can add notes to the budget spreadsheet if you want to clarify more detail about any of your expenditure or income.

Step 2: Review and Vote

After the deadline has passed, your application and supporting evidence will be passed to Societies Council, with advice from the Societies Coordinator.

If Societies Council have any questions regarding your application, you may be asked to discuss your proposal with DVP Societies and a Societies Officer.

Societies Council will review all funding applications on a case-by-case basis and will vote to decide if any grant is to be allocated. They can agree to vote to award any amount up to the amount you applied for.

You will be informed of the outcome of your application via email. If you application is not successful or you receive less than you applied for, the reasons will be explained to you and you can arrange to meet with a Societies Officer or the Societies Coordinator to discuss these in more detail. 

Success

If your proposal is successful, your grant will be transferred to your society's account within two weeks of you being informed of the decision. 

After the project is due to have taken place, Guild staff will review your accounts to ensure the grant has been spent on the project and not used towards other activity.

If you have any other questions about the grant application process, you can contact DVP Societies or Activities.


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