Developing the person, scholar & citizen
SPECIAL GRANTS AND SPEAKERS’ FUND
Application
Handwritten applications will no longer be accepted without approval.
General applications are accepted throughout the year, as the Committee meets approximately every three
weeks to review applications. PLEASE NOTE THE SUBMISSION DEADLINES FOR ALL TRAVEL
APPLICATIONS BELOW.
DEFINITIONS OF FUNDS:
Special Grants: is for all requests related to student enrichment opportunities involving non-speaker
events and associated costs including: facility rentals, marketing costs, hospitality, equipment, student
volunteer travel, and resources (books, videos).
Speakers’ Fund: is for all requests involving the cost of a speaker event including fee, travel &
accommodation, and associated costs (room rentals, audiovisual equipment, marketing brochures
etc.)Please Note: The Committee can not provide funding for a speakers honorarium, unless receipts can
be provided.
FUNDING GUIDELINES:
 Funding will only be granted toward travel that is non-academic in nature.
 Team Travel (e.g., Project Serve, Global Youth Network, Guelph Global Learner, Habitat for
Humanity):
o is considered a group and funding must be distributed evenly among the group.
o The entire group must apply collectively and follow the submission dates stipulated below.
o There is a maximum of $1,500.00 per group for 11 or more participants.
o Special consideration may be made for international travel and is at the discretion of the
Committee.
 There is a maximum of $200.00 per person for travel or $1,000.00 for groups of 10 or less.
PLEASE NOTE THE SUBMISSION DEADLINE FOR TRAVEL APPLICATIONS:
 The end of July for travel before the end October
 The end of October for travel before the end of February
 The end of February for travel before the end of July
 A maximum of $600.00 can be awarded for computer/hardware requests. Consideration for an
amount exceeding the maximum may occur if it is demonstrated a computer/equipment is necessary
for usage. Computer software funding will only be for software available from CCS unless it can be
demonstrated that additional software is needed.
 Groups approved for $500.00 or more must submit original receipts (Note: the committee may
request receipts for any amount). Receipts should be submitted within three weeks of the
organization receiving an invoice.
 A maximum of $500.00 can be awarded for social events.
 A proposal that involves a Career Fair must include a signed letter of support from Co-operative
Education and Career Services to be considered.
 Groups must follow the Sales and Solicitations Policy when advertising
 Events must be accessible to students with disabilities.
PLEASE NOTE: All student events organized by a recognized student group, including speaker events,
must be approved by the Student Risk Management Committee. Please contact: srm@uoguelph.ca for
more information.
Do Not Include the above Mentioned Pages when you submit your Application
SPECIAL GRANTS/SPEAKERS’ FUND APPLICATION
APPLICANT INFORMATION:
Name of Applicant:
Organization/Affiliation of Applicant (must indicate):
Does your Organization Receive Student Fees? If Yes, How Much Per Semester:
Email Address:
Phone Number:
DETAILS OF REQUEST (include date, time, and location if applicable):
1. Name of the Event:
2. Date of Event:
3. Time of Event:
4. Location of Event:
5. Number of Participants (please indicate number of U of G students only):
6. Have You Requested Funds from Additional Sources? If so, Please Indicate from
where/whom and for how much. Please be sure to also Include these Numbers in your
Budget Summary:
7. Detailed Description of Event:
8. **Will This Event have an Admission Fee? If Yes, State the Amount:
(If you have said Yes, Please Review the Section on the Final Page of the Application with the
Asterisks**)
SUPPORTING DOCUMENTS:
Please attach supporting documents pertaining to your initiative/event which will assist with the
Committee’s understanding regarding the scope of your proposal. Supporting documents could include, but
are not limited to the following: Financial quotes from a company, reference letters, web-site pages and/or
a speaker CV/resume.
BUDGET:
PLEASE NOTE: Proposals that do not include a budget will not be considered.
Please review the funding guidelines before completing your budget:
BUDGET SUMMARY TEMPLATE:
EVENT ITEMS:
Please List Items
ESTIMATED COSTS
FOR EVENT ITEMS
ESTIMATED REVENUE: Money
you HAVE or WILL receive for
this event.
1. **Will participants be paying a fee for this event?:
2. If yes, how much?:
3. Does your group/organization receive revenue from Student Fees and if so, how much per
student?
4. List all other sources of funding and the amount contributed. This includes but is not limited
to gifts or other PDR’s. (Please Note: This information must also be included in your
revenue line):
5. Complete the table above or attach a detailed budget:
6. Total Deficit (Cost minus Revenue):
Amount Requested from Special Grants:
Amount Requested from Speakers’ Fund:
What Specific Items from your Event Budget would the Requested Funding go Towards:
DEPOSIT/BANKING INFORMATION:
In the event that this proposal is approved, please indicate method of payment (cheque or journal entry).
Awards over two hundred dollars will be made payable to the organization/club; NOT the individual.
Cheques can not be made payable to University of Guelph Departments. Coding must be provided to
complete the Journal Entry for awards associated with University of Guelph departments.
Please Note: Cheques can take three to four weeks to be processed and mailed.
Group/Affiliation associated with your Award:
Cheque to be issued to:
Name:
Address:
OR/
Journal Entry (for University Departments):
Coding:
Please send copy of Journal Entry to:
Name:
Address:
** You have indicated in your application that your event has an admission fee. The Office of
Student Affairs has a NEW funding opportunity for students in financial need, titled the SLEF ACCESS
FUND. If your application is approved you will receive additional information about this fund. It is the hope
of Student Affairs that this fund creates a more inclusive campus at the University of Guelph, which allows
students to participate in events they could not otherwise. Thank you for your support in marketing this
fund to students.
The Special Grants and Speakers’ Funds are made available through the Student Services Fee
(SSF), it is asked that you acknowledge the support provided through this fee by including the
following logo on your event promotional materials. If your application receives funding you will
receive an email with the below logo attached.
Please send completed forms to Jessica Westlake: jwestlak@uoguelph.ca
PLEASE NOTE: It is in the best interest of the applicant to complete this application in its entirety.
Thank you for your submission.
FOR OFFICE USE ONLY:
PLEASE DO NOT COMPLETE THIS SECTION
Amount Granted from Special Grants:
Amount Granted from Speakers’ Fund:
Total Amount Granted:
Date Granted:
Date Notified:
REQUIREMENTS FOR FUNDING:
o All Receipts/Invoices
o Educational Campaign for Students on Campus after Initiative/Event is Complete
o Final Report Submitted by:
o Pictures from the Initiative/Event
o Tally of Attendance at the Initiative/Event
o Other:___________________________________________________