JD Grants Committee 2017-2018

Local Event Funding Request

Student organizations and co-curricular activities (law journals, Moot Court Board, and Mock Trial Program) should use this form to request funding for events that they are organizing or sponsoring in the Madison area.

Name of student organization or
co-curricular activity:
Name and email address of student who completed this form:
Name and email address of a second student contact for this event:
Faculty advisor, if any:

Event Overview

The total cost of this event must equal the total of all itemized expenses listed on this form.

Be sure to double-check all math calculations.

Name of event:
Total cost of this event:
Amount requested from the JD Grants Committee for this event:
Provide a link to the event’s website, if any:
Location of event:
Date(s) of event:
Number expected to attend:

Attach a copy of the event’s agenda. The agenda must include the event’s starting and ending times. Please indicate if the agenda is tentative. If it is tentative, send a final agenda when it is completed.

Information to Support the Funding Request

Location and Equipment

What will the location cost to rent?
What equipment will be needed and what will it cost to rent? Include cost of any needed technical support.

Speakers

If speakers pay for anything themselves,they must document each expense with an itemized receipt.

Speakers: Travel by Plane

All plane tickets booked by the Law School, a student organization, or a co-curricular activity must be purchased through Fox World Travel. Tickets purchased through any other vendor will NOT be reimbursed. You may not use any third-party sites such as AirBnB, HomeAway, Orbitz, or Expedia to book any travel-related expenses.

Before contacting Fox World Travel, contact the Business Office to get pre-approval and a group ID number (). The Business Office staff can help book plane tickets.

To estimate the cost of tickets, request a cost quote as though you were buying the tickets five weeks in advance. The JD Grants Committee will cover tickets that eventually cost more than this estimate if you purchase the tickets at least four weeks before the departure date. If you purchase the tickets fewer than four weeks before departure, then the Law Schoolwill not fund the increased ticket price absent extraordinary circumstances.

What will plane tickets purchased through Fox World Travel cost for each speaker? (List names and amounts.)
What is the total cost for all plane tickets?
What is the estimated cost of luggage fees for all speakers? (If carry-on bags are not sufficient, one bag per person is allowed. Remember to include the cost both ways.)
What is the estimated the cost of ground transportation in Madison? (Whenever possible, members of the student group should provide ground transportation if the hotel does not have a free shuttle.)
What is the total cost of all air travel expenses?

Speakers: Travel by Private or Rental Vehicle

Contact the Business Office staff to discuss policies relating to speakers’ travel by private vehicle or by rental vehicle. Miles driven must be documented by Google Maps, Map Quest, etc. Private vehicles are reimbursed at the rate of 53.5 cents per mile (rate current as of January 2017).

What is the estimated cost of driving a private or rental vehicle for each speaker?
What is the estimated cost of gas for each speaker?
If a speaker’s route includes toll roads, what are the estimated tolls for each speaker?
What is the total cost of all speakers’ travel by private or rental vehicles?

Speakers: Lodging

The rate for hotels in Madison is generally $115.00 per night (as of June 2017). Contact the Business Office staff to discuss lodging for speakers and to confirm the hotel room rate for the date(s) of your event.

You must make every attempt to book your hotel room(s) at the lowest rate. You may not use any third-party sites such as AirBnB, HomeAway, Orbitz, or Expedia to book any travel-related expenses. You must book lodging directly with the hotel or through Fox World Travel. The Business Office staff can help you determine the lowest rate and help you book the hotel.

Be sure to provide the University’s tax-exempt number to the hotels so that they do not charge room taxes and fees.

What is the room rate for the hotel?
How many rooms do you need?
How many nights will the speakers be staying at the hotel?
What is the total hotel cost for all speakers?

Speakers: Meals

Contact the Business Office staff to discuss the cost of meals for speakers.

What is the estimated cost per meal per person? List each meal separately, along with the number of people who will be served at each meal.
What is the total meal cost for all speakers?

Speakers: Honoraria

Contact the Business Office staff about requesting a W-9 form for each speaker who is receiving money for his or her participation.

What honorarium (if any) will each speaker receive?
What is the total cost for all honoraria?

Marketing the Event

Who is responsible for marketing the event? Include name(s) and at least one email address.
Describe the marketing plan for this event, including when it will begin, what methods will be used, and the cost of each method.
What is the total cost for marketing?

Other Event Expenses

Estimate all other costs for which you willrequest reimbursement for this event.

What is the cost for printing materials, such as programs, that are not included in marketing expenses?
What is the cost of food to be provided to people attending this event? (See note below.) List type of food service (e.g., break, reception, lunch), number of people to be served, cost per person, and the total cost for each occasion when food will be served.
Other (be specific):
Other (be specific):
Total of all “other” expenses:

NOTE: The JD Grants Committee usually does not provide funding for food at events that do not last for a most of a day and do not include outside participants. For example:

  • The committee is notlikely to fund food for an event at which a speaker gives a presentation over the noon hour primarily to UW law students.
  • The committee may fund food, such as a noon meal or an evening reception,for participants at an all-day conference or symposium that includes people from outside the Law School.

The University requires a list of attendees when food is served. See the “Acknowledgments” section for more information.

In accordance with University policy, the committee does not fund the purchase of any alcoholic beverages.

The total event cost listed on the first page of this form must equal the total of all itemized expenses listed above. Be sure to double-check all math calculations.

Other Sources of Funding

For a list of some other funding sources, see the document posted on the JD Grants Committee webpage:

Be sure to make contingency plans in case you do not receive all of the funding you request from various sources or you do not receive it in a timely manner. If the JD Grants Committee does not provide all of the funding necessary for your event, then you must get funding from other source(s), reduce the cost of the event, pay the balance yourself, or pay with your organization’s or co-curricular activity’s funds.

From what other sources will you requestor have yourequested funding for this event?
List each possible source of funding and the amount you will request or have requested. List any limitations on use of the funding.
If you have already received funding from other source(s), list each source of funding, the amount it is providing, and any limitations on use of the funding.

(If you need more room than this table provides, please add a page at the end of this form.)

After you submit this form, you must notify the JD Grants Committee promptly of other funding you receive that may reduce the amount requested from the committee.

PurposeEducational Value

When deciding among competing funding requests, the committee members look closely at the answers to the following questions.

What is the purpose of this event? How does it relate to the organization’s or activity’s mission?
What is the target audience? Also, estimate the percentages for attendance by (1) UW law students, (2) UW law faculty and staff, and (3) all other attendees.
Describe the educational value of this event. How will this event benefit (1) the student organization or co-curricular activity and (2) the Law School community?
If this event is organized or sponsored by a co-curricular activity, was the event listed in the activity’s budget for the current year?

(If you need more room than this table provides, please add a page at the end of this form.)

Acknowledgments

By submitting this form, I acknowledge each of the following University and Law School policies and rules and agree to inform ALL participating students of these policies and rules.

Name: / Date:
  1. If the JD Grants Committee funds this event, then a representative of the student organization or the co-curricular activity must fill out and submit the JD Grants Actual Expenses Report within two weeks after the event ends. The Actual Expenses Report must list all expenses associated with the event for all participants, including expenses paid directly by the Law School, expenses that the Law School will be asked to reimburse, and expenses that will be paid by other funding sources.
  1. If the student organization, the co-curricular activity, or any individual needs to be reimbursed for an approved expense, then event participant(s) must fill out one reimbursement form for each organization, activity, or person to be reimbursed. Attach an itemized receipt for each listed expense to the appropriate reimbursement form. Reimbursement requests must be submitted within two weeks after the event ends. (See instructions on the Actual Expenses Report form.)
  1. When food is served at an event, the University requires a list of attendees’ names and affiliations (student, faculty, speaker, general public, etc.).
  • This list should be generated at the time of the event. Attendees should sign the list before receiving their food (e.g., as they enter the room or as they go through the buffet line).
  • This list is required whether the food service is prepaid by the Law School, being billed to the Law School, or has been paid by another entity that will request reimbursement after the event.
  • For an example of thelist, seethe document posted on the JD Grants webpage. The posted document is not required. If you do not have this document, a list written on any paper will suffice.
  • If you anticipate needing food service for more than 100 people, please see the Business Office staff about pre-registration, which may be the best option with a large group.
  1. The Law School does not reimburse for alcoholic beverages.
  1. The University prohibits reimbursement of any travel-related expenses purchased through third-party sites such as AirBnB, HomeAway, Orbitz, Expedia, etc.
  1. All airplane tickets must be purchased through Fox World Travel.
  1. A representative of the student organization or the co-curricular activity must get the original, itemized hotel foliosafter speakers leave the hotel. Original check-out folios are required even if the Law School paid for the hotel in advance. An original, itemized check-out folio will list the daily room rate, dates of stay, single/double accommodations, guest name(s), and other room charges.
  2. If the Law School paid for the hotel,
  3. submit paper folios to the Law School Main Office on the first business day following your return to Madison. Attach a note with the name of the event and the name and email address of a contact person.
  4. submit electronic folios as email attachments to the Business Office and Jennifer Hanrahan at and .
  5. If an organization, activity, or individual paid for the hotel, submit the folios withthe reimbursement request.
  1. The Law School does not reimburse for local hotel costs beyond the room charges.
  1. If the event is canceled for any reason, the Law School will likely lose any money that it has already paid for the event. This loss may have a negative impact on future requests for funding.

Form posted on the JD Grants webpage on June 16, 2017.

1