Not applying for funding but want to advertise your event on the DigiKnow Screens in The Texas Union, Student Activity Center, Prufrock's Coffee Shop in the PCL, and Wendy's in Jester Center?
Applications for funding are due five weeks prior to the event. For weekend events, the application must be submitted by the Friday five weeks prior to the event. A special early funding allocation process takes place in November and April of each year for events taking place within the first five weeks of the following long semester. Please submit applications to the Student Programs Office on the 4th floor of the Texas Union, UNB 4.312.
Applications can only be accepted in person during normal business hours, Monday thru Friday, 8am-6pm.
Before you download the Funding Application be sure to understand the eligibility criteria and guidelines below. Please read through the application and fill it out completely and accurately.
We're selling T-shirts at our event - does that mean we can't receive ECB funding?
No, it doesn't! But it does mean that your RSO will be responsible for repaying to ECB any profit that you made up to the amount you were allocated. For example, let's say your RSO was allocated $500 from ECB for your event, and you sold items at your event or charged admission. Any profit that was made from the event from the sale of items or the charge of admission after paying off all event-related debts (i.e. vendors, etc) would need to be refunded to ECB up to the $500 you were allocated. If you made a $200 profit, then $200 would need to be repaid to ECB. If you made a $700 profit, then only $500 would need to be repaid to ECB. It is considered a loan to help your RSO put on its event and that loan must be repaid if you profit off of that event. If your RSO is hosting an event for the sole purpose of generating revenue or to donate money to charitable causes, then ECB funding may not be ideal for that event.
What types of things does ECB fund?
Lots of things! Speaker fees, speaker hotel rooms, room charges through Dean of Students, Facilities Services, parking, advertising (posters, handbills, banners, Daily Texan ads, etc), sound/light equipment rental, event programs, and much more. What we don't fund are t-shirts and prizes, food and drink, and reusable items such as office supplies.
We don't have anyone in our organization who can design advertising material. What should we do?
If you are awarded event funding from ECB, you are eligible to have the University Unions' Advertising Department design your advertising materials for you, even if you were not allocated funding towards advertising. If you did receive an advertising allocation, we will print those items for you, and any other files created will be given to you to have printed on your own.
I'm not sure how much to put down for some of my estimated expenses or where to start. Can you help?
Sure! Here's a general idea of what some items cost. Keep in mind that we should be able to use whatever company you would like for your items, but we have discounted rates and known quality with some vendors.
Banners: Estimate $4.00 per square foot (including grommets) plus delivery. For example, an 8'x5' banner costs approximately $155.
Handbills: We typically purchase full color double-sided 4x6 handbills from nextdayflyers.com, and prices vary depending on quantity and speed of print and shipping. Please review their web site for cost estimates based on your needs as well as size requirements for print. Don't forget to include shipping costs in your estimate. Handbills can also be printed at the UT Copy Center, but double-sided handbills must come to us in a two-page 4-up PDF file.
Posters: Depending on your desired thickness of the poster, we use either UT Copy Center or a local vendor for posters. For 11"x17" full color posters, estimate $1.08 per poster (65# cardstock) at UT Copy Center, and $1.00 per poster (100# gloss cover) at the local vendor. Note that the local vendor takes longer for delivery, and there are price breaks for larger quantities of posters.
Facilities Services (Physical Plant): This includes tables, chairs, staging, electricity, etc. This one is tricky because Facilities Services employees get paid hourly so we are never sure how much it will cost. Some jobs could require multiple people or multiple hours. But some important details to note - we pay for the time of the employees, not the items themselves, and every job requires two employees. Any setup/delivery or teardown/pickup after 4pm on a weekday and anytime on a weekend is time and a half, so approximately $41 per hour per person, plus the job is a two-hour minimum even if it doesn't take two hours. Therefore, if you're only requesting two tables and four chairs to be dropped off at 5pm and picked up at 10pm, that's approximately $328. One big mistake that RSO's make is requesting too little for Facilities Services and then they wind up having to shed needed items to keep from going over budget.
UTPD: These charges are also an unknown because officers are paid at different rates based on rank and we're never sure who will be working an event. In our experience, most small to medium events cost between $150 and $300 with larger events costing $400+. Lt. Birdett with UTPD would be the best resource in terms of getting an estimate for your event.
Hotel: The AT&T Conference Center has a UT rate of approximately $200 total per room per night. The Radisson Inn on Town Lake has a UT rate of approximately $130 total per room per night. Hotel Ella (formerly Mansion at Judges Hill) has a rate of approximately $220 per room per night. These are examples of hotels with which we have direct bill.