Procedural Guide for Planning Cultural Events & Requesting Budgetary Support
Note: This form and process is for multi-day events. If you are seeking support for a single-day event, please use the Cultural Activity
Form which is available at
http://www.crc.losrios.edu/Faculty_and_Staff/Shared_Governance_and_Other_Committees/Cultural_CompetenceEquity/Cultural_Eve
nts_Resources.htm (note the underscores in all spaces!)
The first step in planning for a cultural event is to identify an event chair (EC), who should convene a planning
committee well in advance of the event (at least 90 days is recommended). In order for the event to run smoothly, the
planning committee should include the supervisor or manager of the event chair (ML). The ML should be involved from
the very beginning of the event to help guide the process and activities. The ML is expected to provide:
 management/administrative support structure for the EC with regard to coordinating the event proposed
 guidance and assistance to the EC to ensure all campus processes, timelines, and procedures are met to implement
a successful event.
The primary benefit of providing ML support is to allow the EC to focus on the primary mission of the event itself.
If the event has been held in previous years, the second step of the planning process is to review the notes and evaluation
of the previous event to identify what aspects of the event should be modified or replaced by other activities.
The third step is to develop the concept/plan of the timeframe and activities that are proposed for the event. Note: if
major campus venues are required for particular activities, the EC should work with the ML to research the availability and
reserve the spaces during this early phase of the planning process.
The fourth step is to identify the budgetary needs for the event.
The fifth step is to complete the attached Cultural Event Proposal and Budget Request form, which should be
forwarded electronically to the ML, who should
1. review it and consult with the EC to modify as needed
2. send it electronically to the Executive Secretary and the Chair of the CC and E committee
3. print and send a signed copy of the proposal to the Executive Secretary of the CC and E committee.
The Executive Secretary of the CC and E committee will facilitate the review of the proposal by the CC and E Committee
and will notify the EC and ML of the budget amount that has been approved WITHIN 2 weeks of submission. NO
COMMITMENTS on behalf of the college should be made before this time!
To be considered for funding, a completed proposal is due to the Chair of the Cultural Competence and Equity
Committee no later than 45 days prior to the actual event itself. LATE PROPOSALS WILL NOT BE
CONSIDERED. In addition, one of the conditions of receiving funding is that the EC will provide the CC and E
committee with a written post-event report addressing the following:
1. the number of attendees at each activity
2. the results of results of formal and informal assessments conducted for each activity (formal assessment should be
conducted whenever feasible)
3. the dollars expended – and an explanation of any significant differences between the budget allocations and the budget
expenditures
4. how your event fulfilled its intended goals
5. what might be done differently in future years to strengthen the event (as appropriate)
This report will be due within one month of the event conclusion. Please note: Activities that occur as part of
cultural events need to be free to the public and cannot be used as fundraisers.
Updated 5/15/14
Cultural Event Proposal and Budget Request
Name of Event:
Date of Event:
Name of Event Chair (EC):
Names of Planning Committee Members:
Name of Management Liaison (ML):
________________________________________________________________________
PART I: Please describe the proposed activities for this event. For each activity, please include the expected number of
attendees and the expected length of time,
PART II: Please describe how each of the specific activities in Part I contributes to the development of cultural competence
and promotes student equity. Clearly identify the goals or strategy areas particularly addressed by your event. See the next
page for definitions and goals/strategies.
PART III: Budget resources requested to support the proposed activities. Show each type of expenditure separately (i.e.
supplies, service agreements, rentals, etc.). Provide a rationale for each line item requested.
Part IV: CC and E will provide and make arrangements for Sign Language Interpreters for major event activities that are
NOT associated with ONE particular class (e.g. opening ceremonies, honors ceremonies, lectures, panel presentations, debates,
etc.). Which (if any) of your activities meet these requirements?
Note: Sign language interpreters for other activities will be provided by request only. The Committee expects that all media
used in Cultural Events is closed captioned. If your media is not closed captioned, please include a budgetary request to ensure
your event is accessible to all members of the college community.
Signature of EC:______________________________________________________________
Date:______
Signature of ML:______________________________________________________________ Date:______
Signature of Campus Life Coordinator (if the planning committee is a student club)
______________________________________________________________
Updated 5/15/14
Date:______
( signatures above attest to the completeness, accuracy and appropriateness of this proposal)
Definition of Cultural Competence
Cultural competence is an ongoing process of increasing proficiency in the ability to assess and revise individual and organizational
behavior in response to an expanded understanding of culture. Culture refers to an integrated pattern of collective behavior, including
habits, customs, values, beliefs, and institutions. Cultural competence is associated with attributes, knowledge and skills that enable
individuals and organizations to demonstrate respect and value for each person and to manifest an understanding of the dynamics of
difference.
Culturally competent organizations pursue attitudes, values, and practices that promote healthy, constructive interactions in a diverse
community and enable the college to work effectively with our diverse students. To promote cultural competence and create an
inclusive learning environment, these organizations value:
1) Diversity and pluralism
2) Continuous personal and professional development, assessment and revision
3) Awareness of the dynamics of cross-cultural interactions
4) The ongoing pursuit of teaching strategies and student services that better serve diverse populations
5) An environment of respect, equity, and justice
Definition of Student Equity (paraphrased):
Student Equity is achieved, per Title V, when there are no significant differences in the success indicators of Access, Course
Completion, ESL and Basic Skills Completion, Degree and Certificate Completion and Transfer rates between the following
populations: American Indians, Alaskan natives, Asian and Pacific Islanders, Blacks, Hispanics, Whites, men, women and persons with
disabilities.
Student Equity Plan Goals
GOAL 1.1: Develop a comprehensive and strategic outreach plan that targets underserved population.
GOAL 1.2: Identify and address processes that inhibit student access to enrollment for both on-line and on-ground students.
GOAL 2.1: Increase faculty understanding and implementation of culturally proficient teaching methodologies
GOAL 2.2: Enhance campus climate for college employees.
GOAL 3.1 Enhance support for ESL and Basic Skills students
GOAL 4.1 Enhance Student Use of Academic Planning and Support Services
GOAL 5.1: Increase opportunities for transfer students to make connections with other members of the campus community
GOAL 5.2: Implement systems to facilitate the transfer process
CC and E Strategic Plan Strategy Areas
STRATEGY AREA 1. Provide support for and leadership to efforts to create an inclusive environment for our diverse students and staff
STRATEGY AREA 2: Provide support for and leadership to efforts that help the campus community understand and implement
culturally responsive teaching and services.
STRATEGY AREA 3: Enhance the campus ecology by creating/supporting opportunities for cross-campus interaction and dialog.
STRATEGY AREA 4: Advocate for resources to support professional development and cultural competence on campus.
Updated 5/15/14
Application Guidelines

Cultural events eligible for funding from the CC and E committee are:

campus based;

designed to enhance cultural identity AND to enhance the cultural competence of participants;

designed to include:
 activities (such as speakers and/or films) that are explicitly designed to educate all attendees about
historical or current issues that are relevant to a cultural or ethnic group;
 activities that integrate the activity with instruction that either provide students with the opportunity to
showcase and share their knowledge with the broader campus or provide unique and powerful and unique
learning opportunities for students;
 activities that celebrate one or more aspect(s)of the group's history or identity that are designed to
strengthen the cultural identity of attendees who are members of the group and to enhance cross cultural
understanding among the attendees who are not members of the group. These should not be the major
focus of the event.

In general, there are some established norms for various categories. If your application exceeds these amounts,
significant explanation needs to be provided in order to justify why your proposal should exceed these values.
Established norms are:

Advertising – up to $250

Stipends/honoraria - up to $500 for local presenters and up to $1000 for presenters who are more renowned in
their field. Up to $500 may be provided for travel expenses and an additional $500 could be allocated if
the involvement of the presenters in the event extends beyond just a keynote presentation. Vita/resumes
are required (or links to information about the presenter) are encouraged for all – but required for
presenters if you are seeking the higher allocation amount.

Food – the committee will approve food expenditures they deem are required for or clearly add value to the
event at or below the Aramark bid rate.

Supplies – up to $300

Up to $500 can be requested for event coordinator(s) stipends

Budgetary max per event depends on its scope, but your allocation will most likely not exceed $3500.

When evaluating and modifying requests, activities with a rich educational component that engage students and the
campus are given preference as compared with activities that are more celebratory in nature.
Updated 5/15/14