BUSU Club Financials Club Funding Our fiscal calendar

BUSU Club Financials

Club Funding Our fiscal calendar is May 1 st to April 30 th Therefore we strongly encourage you to start and complete budgeting during the summer as we have a 3 -12 week waiting period for club funding requests. Do not wait till the last minute!

What is club funding? BUSU provides clubs with funding to purchase t-shirts, host events, cover conference costs, etc In order to receive a funding presentation clubs must fill out a form on Experience BU (Clubs Portal). Once filled out the form you will receive an email of a presentation date and time. All clubs must create a slideshow presentation and budget for CPC.

Clubs Policy Committee (CPC) is a group of elected students and BUSU staff that discuss on how Club Funding is distributed. CPC also discuss club conflicts in some cases. CPC consist of elected students, student at large applicants, the Clubs Manager, Clubs Coordinator (recording sectary) and the VPSS. If your request is over $1500. 00 you must also create a presentation for the Brock University Student Administrative Council (BUSAC).

BUSAC is a larger group of students and BUSU Staff that vote on Club Funding presentations of $1500. 00 or more. Your BUSAC presentation will be arranged after your CPC presentation. BUSAC presentations occur on a bi-weekly basis.

How do I Submit a Funding Request? Log into Experience BU and search the Clubs Portal. If you are not already a member, you must click the Join button on the Clubs Portal. Once your request to join has been accepted by a member of the Clubs Team, you will be able to see the Funding Request Form. Once there, scroll down to the bottom and select View All Forms.

How do I Submit a Funding Request? Continued From there, select Club Funding Request Form. A reminder that you will be required to submit your Power. Point within this form, so please have it prepared ahead of time.

What Should my Presentation Look Like? The next few slides will serve as a guideline for your CPC/BUSAC presentation. Make note of all the information stated in the next few slides, because all of this information is important to include in your own presentation.

Your Club Name (This is an Introduction Slide) President: Vice President: Treasurer/ Secretary: Make sure that you, as presenters, introduce yourself to the group before presenting

Your Club Description In the next slide, give us some information about what your club does. What do you stand for? What is important to you and what are your goals moving forward? Keep this simple, but long enough that we can get an idea of what you’re all about!

Your Club’s Year at a Glance Here, we would like to see what your club is doing over the year. A yearly breakdown of what events you are planning on doing in a chronological order, gives us an idea of what you are planning. This will also give us an agenda for what to expect from the following slides.

Your Club’s Year at a Glance Example: October Movie Night December Coffee Night in Skybar ETC…

Event and Expenses Breakdown Here we would like each event to have their own slide with a breakdown of what you are planning on doing for this event. Make sure to include the event costs, as well as revenue. Also include expected number of attendees, so we know how many students you are planning to reach. This can also include expenses your club may have during the month, for example if you are buying t-shirts in September, include a slide about this.

Event Slide Example Wednesday December 2 nd 2017 Coffee Night in Skybar Expected Attendees: 35+ Cost: $51 coffee, $38 donuts, $14 decorations Total Event Cost: $103 If your event will have food and is on campus it must go through Sodexo or Isaac’s Bar & Grill. If your event is Off. Campus, it must be from a licensed kitchen. Make sure to be specific with costs, rather than rounding up

Expenses Slide Example September Buying t-shirts to sell to members throughout the year $10. 70 per shirt through Company A Total Cost: 50 shirts x $10. 70 = $535. 00 Expected Revenue: selling shirts for $10 x 50= $500 Total Funding Needed: $35

Your Quotes Whenever possible, please include quotes or invoices for the items you are looking to purchase so that we know you’ve done your research. Including several quotes, along with explaining why you have chosen a certain company, will help us see that you have taken the time and looked at your options.

Sample Quote A quote for t-shirts might look like this! Please include up to 3 quotes in your presentation for each item so that we can see what companies you have reached out to, and why you have decided on the final choice.

Your Club’s Budget Breakdown The next portion of your presentation should include a budget breakdown, with a wrap up of all the funds that your club is requesting. Make sure that the numbers in your final budget match the numbers in your presentation.

Budget Breakdown This is an example of a budget breakdown that we would like you to include. This should show your clubs expenses and revenue clearly.

Final Tips Be transparent! Give us details, specific costs and revenues to show us that you have done lots of planning. Be prepared to answer questions from CPC after your presentation.

Common Items Requested Club shirts Note: club executives must pay if they wish to have the position on their shirt. SWAG Stress balls, pens, note books, water bottles etc. Conference costs Transportation, accommodations, and/or registration. Food for club events Alcohol will not be reimbursed

Banking We work on a reimbursement system. If a club is approved for funding they must bring in the itemized receipts, invoice and/or proof of payment to the BUSU clubs department. If the item is costly please email the Hibo Ahmed BUSU Clubs Manager (clubsmgr@brockbusu. ca) and we can set up a time to make the payment on your behalf. All club funding grants stay within BUSU therefore only the signing officers are able to come into BUSU to make any/all transactions. If you are depositing into you BUSU account we only accept cash or cheque (make payable Brock University Students’ Union) Owned funds in BUSU In BUSU clubs have 2 banking accounts, one belongs to club funding grants while the other account is Owned funds. These are the funds the club has collected ie membership fee, t-shirt sales etc. Clubs are able to deposit/withdrawal into their owned accounts however for transparency purposes you should bring in an receipt, invoice and/or proof of payment.

Banking outside of BUSU Clubs may bank outside of BUSU. They are responsible for said bank account. Make sure you have a financial plan and system on how to govern said bank account. Be sure to document all bank activity and collect itemized receipts. If your club has an outside bank account and is requesting club funding they must provide an updated bank statement to CPC.

Partnership Clubs generate a significant amount of revenue through partnerships. Here are some steps to help you form partners. More details are in your folder. 1. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. 12. Find common grounds “understand what you have to offer”. Seek potential partners. Contact the right person. Build a relationship with your partner. Know the partner’s marketing objectives. Value? Find it. Talk to your partner. Be quick to the point. Get it in writing. Follow-up. Regardless of the outcome always be respectful as you represent your club and BUSU. Finish with a “Thank you kindly” letter

Partnership package Building a partnership package. Some clubs are successful with building a package to offer to potential partners. We suggest building 3 different packages to showcase what your club can offer. Example. Gold Level Co-organizing an event with a partner, also adding their logo to your social media, posters, banners and the back of club shirts. Silver Level Partner’s logo on poster and banner Bronze Level Acknowledgment ie This event was Sponsored by. .

Partnerships Do’s and Don’ts Do Know your club and what it has to offer. Know who you are dealing with, do your research. Show excitement and interest in the company you are approaching. Call the company to follow-up Tell the BUSU Clubs Manager who you are approaching Practice your pitch and stay focused Don’t Get discourage if someone says no Sell yourself short Send generic letters or emails, make your self personable

Fundraising Clubs also have the ability to fundraise for themselves! We highly recommend this as another source of revenue so that you can carry out all your desired goals Examples: bottle drives, food sales, etc. Get creative!

Questions Please email us at clubs@brockbusu. ca