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Ensemble events include Picnics, Large Events (Laser Tag, Bowling, Karaoke). Ideally, the ensemble should not spend much more than $500 on these things per semester. For example, spending $400 on EnsemBALL and $100 on Karaoke is reasonable. Spending $450 on EnsemBALL and $200 on a picnic is also reasonable. Spending $500 on EnsemBALL, $200 on a picnic, and $100 on Karaoke is probably too much. In many cases, this may require that events be partially subsidized. The easiest way to do this is to have someone pay the full cost and then get reimbursed in part by attendees (in cash) and in part by the ensemble.
Potential Outside Funding
These are some potential other sources of money, besides Finboard and show revenue:
- CA@MIT Director's Grant
- De Florez Fund for Humor
- Large Events Fund/ARCADE Fund
Paperwork
RFPs
RFPs are pretty straightforward; go to atlas.mit.edu and go to Buying > Reimbursement. For each set of items you want reimbursed, fill out the payee name; for each item, fill out date of service, cost object (2720525 for Finboard expenses, 2720524 for everything else), and cost (tax not included). These items should all be on the receipt(s). You'll also want to have an electronic version of the receipt(s) to attach to the RFP. When you're done, submit the RFP to Student Activities Office (mmango). Then, print the confirmation, staple it to the receipt(s), and drop it off at the SAO office on the fifth floor of the student center.
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