Tips on How to Prepare for a AICA Proposal Presented By: Nicole Virtucio AICA Advisor

Check List Pre-Event Planning Funding Procedures Allocation Request Form Request to be on the Finance Committee Agenda Proposal Presentation Allocations Under $1500 Allocations Over $1500 Contracts and Fees Over $3000

Pre-Event Planning Program Planning Outline Special Event Planning

Funding Procedures Make sure that your event meet all the requirements in the funding procedures in the AICA Bylaws How to find funding Procedures:   Click on Programs  Click on AICA  Click on AICA Bylaws  Look at Page 9-10: Article VI: Funding Procedures

Allocation Request Form How to find Allocation Request Form   Click on Programs  Click on AICA  Click on AICA Proposal Form

Request to be on the Finance Committee Agenda Sponsor Program Title Date Location Time Amount Requesting

Proposal Presentation Look at Page 11 on AICA Bylaws for Proposal Presentation guidelines Allocation Request Form must be ed to the Administrative Chair: by 3pm the Monday before the Finance Committee Example:  Request to be on Finance Committee on Thursday, October 14, 2010  Allocation Request Form by Monday, October 21, 2010

Continued Proposal Presentation Bring to the Finance Committee Meeting 10 copies of the following: – Completed Allocation Request Form – Confirmed facility reservation – Flyer with ASI Logo and AICA Acknowledgement – Brief biography of speakers or performer if requesting money from AICA

Allocations Under $1500 Article V: Meetings Section 4 Finance Committee Clause 3: The AICA Finance Committee has full authority to allocate request up to $1500 Once the allocation is passed it will go on the next agenda on Financial Consent Items

Allocations Over $1500 Article V: Meetings Section 4 Finance Committee Clause 4: For request over $1500, the AICA Finance Committee makes a recommendation to the General Council If the allocation is over $1500, it will go under the Financial Support Requests on the next agenda The sponsoring group will have to present at the AICA General Meeting and a vote will take place after the presentation

Contracts and Fees Over $3000 The Finance Committee and the Board of Directors must approve any contract equal to or more than $3000 Finance Committee: Every 1:15pm Board of Directors: Every 1:15pm Request to be on the Agenda: Executive Office TSU 207

Questions ?