Before You Submit A Budget:
These guidelines should be used in conjunction with the SOFC’s page on myBC
, where you can find resources that will help you understand SOFC and the funding process. Please remember to include as many quotes (from the internet, vendors, other sources, etc.) as possible. These details will assist the
SOFC with better understanding your request and will improve the likelihood of funding. Your budget proposal should include as much detail as possible. If the committee does not understand your proposed event, the committee will ask for additional information and will not fund the event. Once the committee has all the required documentation, a decision will be made based on how the event fits within the University mission, the organization mission, and the value the event adds to the campus.
Please note that these are guidelines, and while an event may fall within the expressed guidelines, that does not guarantee funding. Also, if a proposed event exceeds the allowable amount, as expressed in these guidelines, the committee may make an exception and fund the event.
Please note it may take a minimum of 2 weeks for the SOFC, SPO, and the university to transfer funds to the receiving account. It is of critical importance that budgets for events are submitted 4 weeks in advance of the event to make certain the funds are available for the event.
Special Events
I. Collaboration Events
General Guidelines for All Organizations
I. Major Expenses
1. Stage
2. Lighting
3. Outdoor Tents
4. Equipment
5. BC Facilities and BOC
II. Contractual
1. DJ
2. Security
III. Publicity
1. Publicity
IV. Student Transportation and Lodging
1. Personal Automobile
2. Bus Transportation
3. Car Rental
4. Lodging
V. Food and Beverage
1. End of Year Dinner/Party
2. Off-Campus Dinner Outings
3. General Food for Events

VI. Operational/Miscellaneous
1. Budget Deficits
2. Entrance Fees
3. Gifts
4. General Operating Supplies
5. Programs and Pamphlets for Shows
6. Movies Rights
7. T-Shirts
VII. Speaker/Performances
1. Speaker/Performer
2. Speaker Travel
3. Speaker Lodging
4. Gifts/Prizes
VIII. Retreats
1. Retreats: Includes All Fees Associated with Retreat
Intercultural
I. Culture Show
II. Cultural Food
III. Costumes
Music, Art, and Performance
I. CDs/Recording Time
II. Off-Campus Performance
III. Costumes
IV. ALC Showdown
Religious and Service Groups
I. Liturgical Supplies
II. Religious Food
III. Service Group Entrance Fees
IV. Service Group Food
V. Service Group Transportation
VI. Religious Organizations Outreach

In order to promote collaboration, the SOFC has adjusted its guidelines. Collaboration events will count as an event for each student organization contributing and allows student organizations to organize larger events, provided each organization is within the guideline for its portion of the collaboration. Each contributing student organization should put the entire event on its budget and request its portion of the collaboration. The SOFC will allocate the entire amount requested to the
“lead organization,” which should be designated by the organizations in the event notes. This will minimize transfer requests between student organizations.
1. Stage
The SOFC may fund one stage a semester, at $55 per piece. Each piece is 8’ x 4’.
We will fund up to what is necessary, within reason; provide explanations and a price quote.
Typical Cost : varies by stage size
2. Lighting
The SOFC may fund up to $400 per event for lighting. We will fund each event up to this limit only if a price quote and explanation is provided.
Typical Cost: Up to $400 per event
3. Outdoor Tents
The SOFC usually does not fund outdoor tents.
Not Funded by SOFC
4. Equipment
The SOFC funding decision is based on the needs of the organization in conjunction with past allocations for equipment. Price quotes and descriptions will be required in order to gauge how it will help your organization.
Funded on Per Case Basis
5. BC Facilities and BOC
Organizations rarely incur room charges. Traditionally, room charges are covered by the Office of the Vice President for Student Affairs (VPSA). The only charge student organizations need to request is the supervisor fee that is required for the use of the Lyons Hall Dining Facility (the Rat). This fee is $26 per hour, with a 4 hour minimum.
Chair rentals
Funded based on BOC price quote.
These prices do not include applicable delivery charges, fuel surcharges, or labor charges.
●
●
8’ Table covered and skirted to 3 sides: $45
8’ Table covered and skirted to 4 sides: $55

● Table cloths: $9 each – Request specifics from your function coordinator
When Rentals Are Needed for Larger Events
For events where you need to rent tables or chairs
●
●
●
●
6’ table: $6.30
8’ table: $6.60
60” round: $6.30
Samsonite folding chair: $1.05
There are many other options available on an individual need basis. Please contact the Bureau of Conferences for more detailed information.
Typical Cost: See BOC Price Quotes
1. DJ
The SOFC usually refers all DJ requests to the Electronic State of Mind (ESM) student organization. If ESM is not available for your event, then the committee will consider funding one DJ per semester, on a per case basis (a price quote and detailed explanation will be required).
Funded on Per Case Basis
2. Security
The SOFC funds up to $46.25 per officer per hour. One officer is required per 100 students for a minimum of 4 hours. These charges vary based on the event, so we encourage you to contact Carl Mascioli, and come to us with his price estimate. You may contact him at (617) 552- 4431, or via email
Typical Cost: $46.25 per officer per hour (4 hour min)
1. Event Publicity
The SOFC may fund one $72 Eagle Print poster or supplies for one sheet banner per semester, and possibly an additional $15 for fliers per event.
Large events or events requesting funding only for publicity will be evaluated on a case-by-case basis.
Please note that student organizations are encouraged to also take advantage of their allotment of 1000 free copies from the Student Programs Office.
Funded on a Per Event Basis
2. Reusable Banners
SOFC may fund one reusable club banner once every three years up to $105 at Eagle
Print.
Funded up to $105 once every three years

1. Personal Automobile
The SOFC may fund $0.51 per mile for personal automobile use. The total number of cars needed will be funded, with minimum of 5 people per car. This $0.51 includes all travel expenses, including tolls, gas, etc.
Typical Cost: $0.51 per mile
2. Bus/Flight Transportation
The SOFC funds bus/flight transportation on a per case basis. If requesting bus or flight transportation, you must provide price quotes for all of the following that apply: public bus costs, chartered bus costs, flight costs, etc. The committee will consider the organization’s need for transportation, logistical convenience, and all subsequent costs in its consideration for funding.
Personal day trips and events, that require transportation, will require a 50% student contribution.
Funded on a Per Event Basis
3. Car Rental
The SOFC may fund the lower of $8.75 per hour or $85 per day. No price quote is necessary when requesting funds for a car rental.
Typical Cost: Lower of $8.75 per hour or $85 per day
4. Lodging
The SOFC may fund up to $150 per room per night with 4 people per room.
Organizations must provide a price quote.
Typical Cost: $150 per room per night
1. End of Year Dinner/Celebration
The SOFC does not fund end of the year dinners or celebrations for organizations.
Not Funded by SOFC
2. Off-Campus Dinner Outings
The SOFC does not fund off-campus dinner outings for Organizations.
Not Funded by SOFC
3. General Food for Events
The SOFC may fund up to $75 for food to non-cultural organizations, once per academic year. These funds do not cover general meetings or other intimate group gatherings. Organizations should include a statement as to why food is integral to the event. Price quotes for food items are required.
4. First General Meeting
The SOFC will fund up to $75 for first general meetings for food and beverages, once per academic year.
5. Student Involvement Fair
The SOFC will fund up to $20 for expenses related to the Student Involvement Fair.

1. Budget Deficits
The SOFC does not fund budget deficits.
Not Funded by SOFC
2. Entrance Fees & National Dues
The SOFC may fully fund entrance fees and national dues as long as the student organization provides an explanation and price quote. Refer to Student
Transportation and Lodging above for additional conference fees.
Funded on Per Case Basis
3. Gifts/Prizes
The SOFC does not fund gifts or prizes.
Not Funded by SOFC
4. General Operating Supplies
The SOFC defines general operating expenses as materials that are wholly unique, not available by or for members to use, and are integral to the day-to-day operation of the organization. These supplies are to remain within the organization. The SOFC may fund up to $50 per semester, provided that exact price quotes are given. The
SOFC does not fund items such as folders, pens, notebooks, etc., but does fund supplies that are unique to each student organization.
Funded on Per Case Basis; up to $50 per semester
5. Programs and Pamphlets for Shows
For a show, the SOFC may fund up to $275 for programs and pamphlets.
Funded up to $275
6. Movie Rights
The SOFC may fund any number of movies given that the total cost of the movie rights for the semester is less than $250. The SOFC may fund one movie right per semester for a student organization if the cost of the movie right is between $250-
$500. If a movie right is more than $500, the movie right can be co-sponsored between different organizations. Please contact Ruth Ann MacEachern at ruth.maceachern@bc.edu
to secure information about the cost for movie rights.
7. T-Shirts and/or Sweatshirts
The SOFC does not fund t-shirts and/or sweatshirts.
Not Funded by SOFC
8. Decorations
The SOFC may fund $250 per semester for decorations. Funds for decorations can be spent at student organization events each semester. Decorations must serve some purpose and price quotes must be provided with the budget request.

1. Speaker/Performer: All Associated Fees (Honorarium, Travel, and
Lodging)
Each organization may request funding for speakers based on our tiered funding system:
● Organizations may request funding for any number of speakers up to a $1500 total cost
● for all speakers combined (includes all associated fees for the speaker such as travel, lodging, etc.)
Organizations may request funding for 1 speaker per semester if total cost is between
$1500 and $4000
Proof of speaker prices and honorariums are required, and each speaker needs to be approved; we will not blindly allocate $1500 total. When the speaker is approved, organizations will not receive the money right away, but rather a promise to pay once the honorarium is finalized . This guideline includes the total cost of the honorarium, lodging, travel, etc. Proposals for a speaker must include background information and adequate justification for bringing the speaker to campus. Groups must enter into negotiations with speakers to minimize the cost of honorariums before submitting a budget to the SOFC.
Special consideration will be paid to speaker series’ and other unique cases
2. Speaker Travel
Although the SOFC may cover transportation costs, please encourage speakers to be as cost-efficient with their mode of transportation as possible. Tickets that are not booked at least two weeks before the date of departure, thus incurring a price premium, may be subject to decreased funding from the SOFC. Keep in mind that funding must be approved before any tickets are purchased.
3. Speaker Lodging
Although the SOFC may cover lodging costs, please encourage speakers to be as cost-efficient with their requested lodging.
4. Gifts
The SOFC does not fund gifts for speakers and performers.
Not Funded by SOFC
1. Retreats: Includes All Fees Associated with Retreat
Organizations are typically funded up to $50 per person or $2500 total cost for the year, whichever is less for a retreat. Retreats must be of either an educational or leadership nature, and the retreat must also fall in line with the mission of the organization.
Organizations may have unlimited retreats as long as the total dollar amount of all the retreats combined does not exceed $2500. The SOFC does not fund e-board only retreats.
Typical Cost: up to $50 per person or $2500 total cost for the year, whichever is less

I. Culture Show
The SOFC will fund up to 1 culture show per year. Price quotes and vendor invoices must be provided beforehand so that the SOFC may fund accordingly. The SOFC generally funds approximately $1000 for culture shows, excluding food.
II. Cultural Food
The SOFC will fund up to $1000 of cultural food per academic year for each intercultural student organization. When requesting funding for cultural food, please provide the cost per person, as well as relevant details for the food items that you will be purchasing. Student organizations may choose to request all $1000 of cultural food for a single event, or instead plan multiple events with cultural food throughout the academic year, as long as the total cost of cultural food does not exceed $1000.
III. Costumes
The SOFC may fund a maximum of $100 per costume, up to $1000 per year. Organizations will be required to submit price quotes and actual data regarding costumes to be purchased. Organizations must also submit their reasoning as to why costume replacements are needed, why previous costumes are not reusable, and why new costumes are needed in general.
I. CDs/Recording Time
SOFC will fund a CD/Recording for music groups every other academic year, up to $3,000.
II. Off-Campus Performance
One off-campus performance per semester will be funded. The SOFC does not fund off-campus food.
Transportation will be funded based on guidelines (See section IV). The SOFC will fully fund entrance fees, provided that these fees are properly documented.
III. Costumes / Uniforms
The SOFC may fund a maximum of $100 per costume, up to $1000 per year. Organizations will be required to submit price quotes and actual data regarding costumes to be purchased. Organizations must also submit their reasoning as to why costume replacements are needed, why previous costumes are not reusable, and why new costumes are needed in general. This does not include warm ups or track jackets, as the costumes must be integral to the performance, and be used on stage.
IV. ALC Showdown
The SOFC may fund up to $800 in costumes specifically for the ALC Showdown, separate from the
$1000 max. The SOFC will only fund costumes where price quotes have been provided.

I. Liturgical Supplies
The SOFC may fund up to $200 per semester for liturgical supplies. Liturgical supplies include: candles, wafers, wine, altar cloths, candles, religious books, etc. Details must be provided.
II. Religious Food
The SOFC funds religious food for religious student organizations on a per case basis. Religious food is usually funded using a $7 per person cap.
III. Service Group Entrance Fees
For supported events, the SOFC will fund the entrance fees for service organizations for both BC students and the children with which they are working.
IV. Service Group Food
The SOFC does not fund food for Boston College students. The SOFC will fund $4 per child attending an event where food needs to be provided to the child.
V. Service Group Transportation
The SOFC may fund service group transportation in accordance with the way other groups are funded.
(See section IV. Student Transportation and Lodging)
VI. Religious Organizations Outreach
The SOFC may fund religious group transportation in accordance with the way other groups are funded. (See section IV. Student Transportation and Lodging)