{"id":2425,"date":"2026-07-16T16:07:58","date_gmt":"2026-07-16T20:07:58","guid":{"rendered":"https:\/\/www.bates.edu\/clubs\/?page_id=2425"},"modified":"2026-07-16T16:07:58","modified_gmt":"2026-07-16T20:07:58","slug":"club-funding-rules-and-guidelines","status":"publish","type":"page","link":"https:\/\/www.bates.edu\/clubs\/fab\/club-funding-rules-and-guidelines\/","title":{"rendered":"Club Funding Rules and Guidelines"},"content":{"rendered":"\n

One of the primary benefits of being a Bates College Student Government recognized club is access to funding sources (primarily the funding and activities board but other funding options can be found here<\/a>) and getting an account open with the Bates College Accounting Office. <\/p>\n\n\n\n

Funding and Activities Board <\/h2>\n\n\n\n

The most common funding sources that BCSG-Recognized club uses is the Funding and Activities Board (FAB), which is a subsection of the Bates College Student Government. Each club is assigned a Funding and Activities Advisor who serves on FAB, who is available to help answer funding questions. You can find the FAB Student Club Funding Rules, as well as their budget request guidelines, below.<\/em><\/span><\/p>\n\n\n\n

Student Club Funding Rules<\/h3>
<\/div><\/div>
\n
    \n
  1. FAB requires all clubs adhere to the Club Operations Policy outlined here<\/a>, in addition to the below stipulations.<\/li>\n\n\n\n
  2. A club shall not be permitted to use their funding for the items below:\n
      \n
    1. On-campus events that are not open to all Bates students for attendance and\/or use. This includes events for which no concerted effort was made to get the campus community involved and\/or informed.<\/li>\n\n\n\n
    2. Events and programs for non-Bates organizations, programs, and events both on or off campus. For example, funding cannot be used to host or to donate to a political fundraiser nor can funding be used to pay for rental fees or merchandise for a third-party entities. <\/strong><\/li>\n\n\n\n
    3. Events and programs for alumni both on and off campus<\/li>\n\n\n\n
    4. Donations and gifts. Awards and prizes are permitted, but should be purchased in moderation. FAB reserves the right to determine reasonable value of awards and prizes on a case-by-case basis.<\/li>\n\n\n\n
    5. Personal items\n
        \n
      1. Exceptions may be made by Campus Life if the money spent on the merchandise is returned to the club account via fundraising. If fundraising does not fully reimburse the club account, the difference will be deducted from the following year\u2019s initial budget allocation.<\/li>\n<\/ol>\n<\/li>\n<\/ol>\n<\/li>\n\n\n\n
      2. Food expenditures must be made in moderation.\n
          \n
        1. External food sources for on-campus activities\n
            \n
          1. For logistical and financial reasons, clubs are strongly encouraged to focus their spending on food prepared by restaurants in the Lewiston-Auburn area.<\/li>\n<\/ol>\n<\/li>\n\n\n\n
          2. Food at events\n
              \n
            1. Clubs may spend no more than $20 per anticipated attendee on food at events.<\/li>\n<\/ol>\n<\/li>\n\n\n\n
            2. Food at club meetings\n
                \n
              1. Clubs may spend no more than $10 per anticipated attendee on food at meetings.<\/li>\n\n\n\n
              2. FAB will fund food for up to two general club meetings for a club per semester. This does not include food items such as candy that may be used in tabling\/promoting events.<\/li>\n<\/ol>\n<\/li>\n\n\n\n
              3. Food during off-campus travel\n
                  \n
                1. Clubs may spend no more than $30 per person per day on food expenses incurred during Campus Life-approved off-campus travel.<\/li>\n<\/ol>\n<\/li>\n\n\n\n
                2. Other considerations\n
                    \n
                  1. FAB recommends that clubs consider obtaining meal replacements from Catering before requesting or spending money on food. These may consist of pre-packaged items, or even raw materials to cook meals. This is a free service. For more information, check out this page.<\/a><\/li>\n<\/ol>\n<\/li>\n<\/ol>\n<\/li>\n\n\n\n
                  2. Merchandise\n
                      \n
                    1. Wearable Merchandise\n
                        \n
                      1. FAB will only fund wearable merchandise for uniforms as needed for performances or other official club activities (ex. sweatpants for a dance performance)<\/li>\n\n\n\n
                      2. FAB will not fund personal items of merchandise (ex. t-shirts or sweatshirts for personal use)<\/li>\n\n\n\n
                      3. Clubs may spend no more than $25 per person per academic year on customized clothing in alignment with the above criteria. <\/li>\n<\/ol>\n<\/li>\n\n\n\n
                      4. Promotional Merchandise\n
                          \n
                        1. Clubs are permitted one round of advertising merchandise per year (e.g, stickers, cell phone wallets, pop sockets, etc.).<\/li>\n\n\n\n
                        2. Clubs may not exceed $150 per year on promotional merchandise.<\/li>\n\n\n\n
                        3. Regardless of type, all promotional merchandise expenditures may only be used to promote a club or club-sponsored event or program.<\/li>\n\n\n\n
                        4. Promotional merchandise may not be personalized with an individual\u2019s name or nickname.<\/li>\n\n\n\n
                        5. Promotional merchandise featuring a Bates mark must be purchased via an approved vendor. You may find more information about college licensing here<\/a>.<\/li>\n<\/ol>\n<\/li>\n<\/ol>\n<\/li>\n\n\n\n
                        6. Large-scale annual events\n
                            \n
                          1. FAB guarantees funding for large-scale annual events. The base budget for a large-scale annual event is set at the same amount of funding allocated for the event in the 2023-24 academic year.<\/li>\n\n\n\n
                          2. FAB defines large-scale annual events as events that meet all of the below criteria:\n
                              \n
                            1. Expected attendance of at least 150 people.\n
                                \n
                              1. Attendees also include student programmers running or performing the event. <\/li>\n<\/ol>\n<\/li>\n\n\n\n
                              2. Minimum budget of $2500.<\/li>\n\n\n\n
                              3. Has occurred at least once before, with the most recent occurrence in the previous academic year.<\/li>\n<\/ol>\n<\/li>\n\n\n\n
                              4. Incremental growth\n
                                  \n
                                1. Beginning in the 2025-26 academic year, FAB permits clubs to request an increase in the budget(s) for their large-scale annual event(s).<\/li>\n\n\n\n
                                2. In order to request a large-scale annual event budget increase:\n
                                    \n
                                  1. Attendance must have been taken at the last occurrence of the event, ideally via Bates Engage or Eventbrite, and at least 150 people must have attended.<\/li>\n\n\n\n
                                  2. The club must have completed an online or in-person event planner evaluation within one month of the last occurrence of the event.<\/li>\n\n\n\n
                                  3. The event must have occurred annually at least twice.<\/li>\n<\/ol>\n<\/li>\n\n\n\n
                                  4. Provided the above criteria are met, a large-scale annual event budget increase request may be made via the club\u2019s Bates Engage Accounting Book. Depending on the number of attendees at the last occurrence of the event, the club will be eligible to request an increase of:\n
                                      \n
                                    1. 150 to 199 attendees: up to a 5% increase.<\/li>\n\n\n\n
                                    2. 200+ attendees: up to a 10% increase.<\/li>\n<\/ol>\n<\/li>\n\n\n\n
                                    3. FAB will review applications\/requests for large-scale annual event budget increases at the end of the proceeding academic year (e.g. increases for events happening in the 2025-2026 school year, will be reviewed at the end of the 2024-2025 school year). These requests must pass a majority vote by FAB. <\/li>\n\n\n\n
                                    4. Please note that even if an event meets the above criteria, FAB is under no obligation to approve a budget increase request, or may approve an increase of less than the percentages listed above. <\/li>\n\n\n\n
                                    5. If an event attracts less than 150 attendees, or the club fails to complete an event planner evaluation in a single year, its funding will continue to be guaranteed for one additional year, with no option to request an budget increase.<\/li>\n\n\n\n
                                    6. If an event attracts less than 150 attendees, or the club fails to complete an event planner evaluation, two years in a row, it will no longer be considered a large-scale annual event, and the club will have to submit a budget request to obtain funding for it.<\/li>\n\n\n\n
                                    7. The maximum allocation a club may receive for a large-scale annual event may not exceed 10% of FAB\u2019s total budget for allocations in the current academic year.<\/li>\n<\/ol>\n<\/li>\n\n\n\n
                                    8. Application for Large Scale Annual Event Status: \n
                                        \n
                                      1. If an event meets the criteria above for two academic years in a row, then a club may apply to give this event large-scale annual status. <\/li>\n\n\n\n
                                      2. Applications will occur at the end of the academic school year, at the same time as applications for incremental growth. <\/li>\n\n\n\n
                                      3.  Clubs will apply to FAB for large-scale annual status, and the application must pass a majority vote by FAB to be approved. <\/li>\n\n\n\n
                                      4. Clubs may request a maximum of $4000 for first-time large-scale events intended to be annual.<\/li>\n<\/ol>\n<\/li>\n<\/ol>\n<\/li>\n<\/ol>\n\n\n\n
                                          \n
                                        1. Overnight travel\n
                                            \n
                                          1. Clubs may request and be allocated a maximum of $2500 per academic year for off-campus overnight travel.<\/li>\n\n\n\n
                                          2. Clubs planning to travel may request to have their $2500 cap rolled over to the subsequent year one time, for a maximum cap of $5000 every two academic years. Such clubs should contact FAB at fab@bates.edu to request this.<\/li>\n\n\n\n
                                          3. Please note that even if a budget request for overnight travel is within these guidelines, FAB is under no obligation to approve an allocation, or may approve an allocation of less than the maximums listed above. <\/li>\n<\/ol>\n<\/li>\n\n\n\n
                                          4. All expenses must be in accordance with the club\u2019s mission statement as defined by the club\u2019s constitution.<\/li>\n\n\n\n
                                          5. FAB\u2019s capacity to fully fund more than one activity per club exceeding $1000 in total cost is limited. Therefore, it is recommended that clubs be strategic about how they plan their calendar and budget.<\/li>\n\n\n\n
                                          6. Clubs shall not have any accounts other than their BCSG-designated account.<\/li>\n\n\n\n
                                          7. At the end of the college\u2019s fiscal year (June 30, or the closest business date), remaining funds in a club\u2019s account, except restricted gifts in the form of donations and fundraising revenue, shall be transferred to FAB to be re-allocated for the upcoming year.\n
                                              \n
                                            1. In order for such gifts to remain in the club\u2019s account, they must be communicated to Campus Life and the Accounting office as restricted, with a specific use for the funds designated.<\/li>\n<\/ol>\n<\/li>\n\n\n\n
                                            2. Debt\n
                                                \n
                                              1. Clubs that have gone into debt may not request additional funding or make additional expenses until the debt is resolved.<\/li>\n\n\n\n
                                              2. In order to address this debt, the president and treasurer of the club must meet with a Campus Life staff member to discuss the events that led to the club being in debt, and best practices to avoid going into debt in the future.<\/li>\n\n\n\n
                                              3. After the meeting, the Campus Life staff member may recommend to the BCSG Funding & Activities Board that the debt be forgiven. In general, clubs that <\/mark>do not have a history of debt and the debt is $250 or less, a forgiveness recommendation is likely. FAB may accept or appeal this recommendation by a majority vote.<\/strong><\/li>\n\n\n\n
                                              4. For debt over $250, or for clubs with a history of going into debt the Campus Life staff member will likely not recommend forgiveness and instead recommend that the clubs account be frozen until the end of the academic year\/when conditions set by Campus Life are met; and\/or retribution in the form of repayment or from refraining from agreed upon activities.<\/strong><\/li>\n\n\n\n
                                              5. After the debt is forgiven or resolved, if the club goes into debt again in the same academic year, the club\u2019s account may be frozen for the remainder of the academic year, meaning the club may not request additional funding or make additional expenses. Whether a club\u2019s account becomes frozen shall be determined by majority vote of FAB.<\/li>\n\n\n\n
                                              6. If a club is in debt at the end of the college\u2019s fiscal year, that debt shall remain in the club\u2019s account. The steps above will be addressed with the club when the next academic year commences.<\/li>\n<\/ol>\n<\/li>\n<\/ol>\n<\/div><\/div>\n\n\n\n

                                                Regardless of the funding source i.e. Harward Center Grant, Donations, Fundraised Money, clubs are required to follow the FAB Student Club funding rules.<\/strong><\/p>\n\n\n\n

                                                Funding and Activities Board – Budget Requests Guidelines<\/h3>
                                                <\/div><\/div>
                                                \n
                                                  \n
                                                1. Club funding may be obtained by submitting a budget request in the club\u2019s Bates Engage accounting book. This resource can be accessed to support any financial needs related to the successful operation of the club.<\/li>\n\n\n\n
                                                2. All budget requests are subject to FAB approval.<\/li>\n\n\n\n
                                                3. Clubs must submit budget requests at least two weeks before said funds are required. FAB is under no obligation to consider requests that are submitted less than two weeks before the funds are required.<\/li>\n\n\n\n
                                                4. Clubs may submit only one budget request per activity. Once a request has been approved, it is the club\u2019s responsibility to stay within budget. Additional requests for same activity will not be considered, except in extenuating circumstances, and at the discretion of FAB.<\/li>\n\n\n\n
                                                5. FAB reviews each request through the lens of the Club Operations Policy, and Section 4 of this constitution.<\/li>\n\n\n\n
                                                6. Budget requests over $1000\n
                                                    \n
                                                  1. Any club submitting a budget request equal to or over $1000 will be required to meet with their club’s FAA in order to provide context and any additional information about the request. <\/li>\n\n\n\n
                                                  2. Budget requests that are equal to or over $1000 must be submitted to be reviewed three FAB meetings before the date when the funding is necessary (the schedule for FAB meetings can be found here)<\/a><\/strong>.<\/li>\n<\/ol>\n<\/li>\n\n\n\n
                                                  3. FAB may extend a mandatory meeting invitation to any club regarding a budget request regardless of the amount of the request.\n
                                                      \n
                                                    1. The Chair of FAB will extend an invite to a regular FAB meeting to the individual that submitted the request. Any club members in addition to this individual may attend.<\/li>\n\n\n\n
                                                    2. The meeting regarding the request will take place during the regular weekly FAB meetings and will not exceed a time of 20 minutes. <\/li>\n\n\n\n
                                                    3. After conversation with the club member(s) has concluded, they will be asked to leave the room so FAB may deliberate.<\/li>\n\n\n\n
                                                    4. FAB may prioritize meetings based on the urgency of each request.<\/li>\n<\/ol>\n<\/li>\n\n\n\n
                                                    5. FAB will determine how much funding to transfer to the club account, and then vote.<\/li>\n\n\n\n
                                                    6. Funding decisions will be sent via email to a club’s President and Treasurer within 48 hours.\n
                                                        \n
                                                      1. The emailed decision will be specific, and have clear, comprehensive reasoning as to why the decision was made.<\/li>\n<\/ol>\n<\/li>\n\n\n\n
                                                      2. Budget requests will be reviewed in consideration of the club\u2019s current account status.<\/li>\n\n\n\n
                                                      3. Funding decisions from meetings will be summarized and posted to the FAB Decision Summary Page<\/a> prior to the following meeting. <\/li>\n<\/ol>\n<\/div><\/div>\n\n\n\n

                                                        Donated Money<\/h2>\n\n\n\n

                                                        On occasion a club will receive a donation from an alum, parent, etc… in these cases it is important to note the following information.<\/p>\n\n\n\n

                                                        Donated Money Guidelines<\/h3>
                                                        <\/div><\/div>
                                                        \n
                                                          \n
                                                        1. Campus Life will alert you if a donation has been made to your club.<\/li>\n\n\n\n
                                                        2. Donated money is spent first from a clubs account, rather than any funding they may have recieved from the Funding and Activities Board. \n
                                                            \n
                                                          • An exception to the above rule, is if the donated money has been earmarked for a specific cause by the donor or the club. In those cases the donated money will not be used first.<\/li>\n<\/ul>\n<\/li>\n\n\n\n
                                                          • Donated money, unlike money from FAB, does not get pulled from the club account at the end of the college’s fiscal year (June 30th, or the closest business date). Donations and gifts made to the club are considered restricted and not subject to be returned to the student activity to fund without explicit permission from the donor or its designate.\n
                                                              \n
                                                            • If a club is inactive for 3 plus years, Campus Life will work with Advancement to determine if the donor would like to reallocate their donations\/gifts to another club or have it redistributed to the general club budget.<\/li>\n<\/ul>\n<\/li>\n\n\n\n
                                                            • Clubs are beholden to all campus club policies, regardless of the amount of gifts it has been allocated by donors.<\/li>\n<\/ol>\n<\/div><\/div>\n\n\n\n

                                                              <\/p>\n","protected":false},"excerpt":{"rendered":"

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