Budget

Free or Affordable Resources

Acquiring event materials on a limited budget can be a challenge. There are often resources available on campus that can be used without a major financial investment. We have created a table to help you find these helpful resources for your event.

Is Funding Available?

To achieve the best and fastest results, begin by exploring free or affordable resources. After you have exhausted those options, move on to seeking On-Campus Funding Sources,. Finally, if more support is needed, consider Off-Campus Fundraising Guidelines.

What Can You Fund?

All Stanford student organizations must follow federal, state and local laws as well as University and ASSU policies. All activities must take into consideration the university's non-profit status and educational mission. Student organization expenses should always be reasonable and appropriate for a voluntary student organization stewarding ASSU and university funds.

Build Your Budget

Develop a good, detailed budget early to save time and avoid headaches. To minimize expenses and maximize revenue:

• Keep track of the relationship between income and expenses.
• Manage ticket prices.
• Get tech and production cost estimates (below) and ask for help in reducing costs.​
• See Events Services to get cost estimates for events and major events. 

Prohibited

• Partisan political activities. Federal tax code prohibits tax exempt organizations from providing financial support for a candidate running for office, including rallies and related activities held on campus.
• Events fronted by off-campus organizations.
• Student salaries. Salaries designed to compensate a leader of a student organization.
• Personal expenses including cell phone, car registrations, traffic tickets and fines.
• Activities beyond the scope of the student organization as approved by the university.
• International travel programs. This includes both travel overseas or guests traveling from outside the U.S.
• Large, capital equipment without ASSU and/or university permission and pre-identified storage.
• Vehicles including cars and golf carts. These require long term financial plans, insurance, designated parking spots and prior university and ASSU approval.

With Limitations

• Alcohol. Alcohol use and reimbursement must follow the university's alcohol policy.  Reimbursements for parties must include prior party approval from OAPE.
• Programs with minors. Permitted only when part of the student organization's mission and with prior university approval.
• Programs with overnight guests, with prior university approval only.
• Activities during break and inter-session.
• Payments for services. Students may receive payments (honoraria) from student organizations for the performance of a specific task of a short duration (for example, DJ or photographer) provided that: 1) the service is documented in advance with an invoice and scope of services, 2) the service could be filled by a student or non-student and 3) is not filled by a leader of the sponsoring organization.

Tips For Success

• Lead time is crucial because without it, your options and ability to solve problems will diminish significantly.
• Exhaust all on-campus options before considering off-campus ones.
• The University cannot confirm your requested space, approve your event or permit you to make contractual agreements without most of the funding in your account.
• Follow-up, follow-up, and follow-up on your requests. Check your progress regularly, especially when requesting funds from campus departments. Give all funders your deadline when you make your request.
• Read your ASSU account statement regularly to make sure the committed funds have been transferred. If not, follow-up.
• Write prompt funder thank yous. Prompt and grateful feedback can turn a one-time funding source into a regular one.