VPA Student Arts Grant: Application Form

Sabrina Wilensky
10 steps
49 seconds

Airtable

Before you begin: 1. Review our [program and eligibility guidelines](https://arts.stanford.edu/office-of-the-vice-president-for-the-arts/student-grants/how-to-apply/). 2. Review all of the application questions *before* you begin filling out your responses. You may want to draft your responses in a separate document (e.g. Google Doc) and then copy and paste into the application form. 3. Preview the application form [here](https://drive.google.com/file/d/1ELAVfVepng9dFRSPlAPdzQZVCG3mjuFW/view).

**Select your registered student group from the dropdown menu.** *Only eligible groups are listed!* If you have questions about your group's eligibility for a Student Arts Grant, contact Sabrina Wilensky ([swilensk@stanford.edu](https://mailto:swilensk@stanford.edu)).

Provide **contact information for two project team members** who will be responsible for handling the grant funds. - While not required, it's encouraged that one of the team members listed is your group's FO. - *These team members will also be responsible for providing all required reports if your project receives a grant!*

Complete the **Project Details** section. - Provide the name of your project/event, as well as the target event date and location. - Don't worry if your event date and/or location aren't 100% finalized--if you're selected for a grant, you can always update the information later. - If your project/event takes place over multiple days, use the start/opening date for the "Event Date" field.

Complete the **Project Proposal** section. These questions help our team understand *why* you've chosen this project/event and *how* you'll make it happen.

The **Project Budget Overview** helps our team understand the scope and scale of your project/event. - **Total Project Cost**: The total amount needed to realize your project. Include all costs (not just the ones connected to your grant request.) - For example: If your project will cost $12,000, but you're only applying for a $2,000 grant, list $12,000 in "Total Project Cost." - *For projects with total costs greater than or equal to $5,000*: Please submit a copy of your full project budget (not just the items you're requesting for this grant) as a PDF. (You'll be prompted to upload a PDF in the "Project Budget Overview" section.) You can use any budget format for this upload. - **Group Contribution**: We expect groups to contribute *at least 30-50% of the total project cost* either from your VSO's 2800 account, annual ASSU allowances, or TSF. - **Other Funding Sources**: Total coming from other funding sources (e.g. other campus departments, ticket sales, etc.) - There's no penalty for utilizing other campus funding sources--in fact, it's encouraged.

Complete the Project Budget Detail section. - This section relates only to the items that will be directly funded by a VPA Student Arts Grant. - Each project can request funds for up to 5 different [categories](https://airtable.com/app9hvZ3nSMmxN7LN/shrhpkBukw6BBAbTY) of project expenses. - You do not need to enter items for all 5 category lines--only include requests for what you need. - If you have more than 5 categories for which you're requesting funding, consider removing smaller line items. - *Only the categories eligible for Student Arts Grant funding are available from the dropdown*. If it's not listed, you can't request funds for it.

**Example:** You are planning a dance showcase and applying for a Student Arts Grant to help cover Dink rental costs, costumes, and publicity. - Select "Venue Costs" for Category 1 - In "Category Details", enter Dink - In "Category Total Cost", enter the amount provided by the Dink team for use of the venue - In "Amount to be funded by a Student Arts Grant", enter the amount that you're requesting for the grant. - Select "Costumes/Sewing" for Category 2 - In "Category Details", enter the all vendors from whom you will purchase your costumes (e.g. Walmart, Custom Ink, Old Navy, etc.) - In "Category Total Cost", enter the total cost of costumes for the entire event - In "Amount to be funded by a Student Arts Grant", enter the amount you're requesting for the grant. - Select "Publicity/Printing" for Category 3 - In "Category Details", enter all the vendors from whom you will obtain your publicity materials (e.g. FedEx, Staples, etc.) - In "Category Total Cost", enter the total amount you will spend on publicity for the entire project. - In "Amount to be funded by a Student Arts Grant", enter the amount you're requesting for the grant. - Remember, your total grant request *cannot* be more than $3,500

- **Each registered student group can receive ONE VPA Student Arts Grant each year.** - ***Do not request more than $3,500 in your application***\*--this is the maximum amount we will award.

**Don't forget to check your math!** Total Project Cost = Group Contribution + Other Funding Sources + Student Arts Grant request

***For projects with total costs greater than or equal to $5,000***: You will have one additional required upload automatically appear in the application form.

*For projects with total costs greater than or equal to $5,000*: Please submit a copy of your full project budget (not just the items you're requesting for this grant) as a PDF. You can use any budget you'd like as long as it clearly shows all of the project costs and funding sources. If you need help crafting a budget for your event, meet with an [OSE Intern](https://ose.stanford.edu/about) during office hours for guidance.

**Make sure to add "noreply+automations@airtableemail.com" to your list of trusted senders** ***before* you submit your application**, as that is the email address that will be sending all grant-related notifications to your team.

Click "Submit." The team members listed in your application will receive a copy via email.

Congrats on submitting your application! You'll receive an email confirmation from [**noreply+automations@airtableemail.com**](mailto:noreply+automations@airtableemail.com) that confirms our team received your request.

Our team typically provides funding decisions within 2-3 weeks of each [application deadline](https://arts.stanford.edu/office-of-the-vice-president-for-the-arts/student-grants/how-to-apply/#timeline). - *Make sure to apply well in advance of your project/event date (at least 4-6 weeks)* to allow enough time for your application to be reviewed and funds transferred to your group's SSE account. - *Funding (partial or full) is not guaranteed.*