Event Support

The current round of funding is for events scheduled to be held between January 1, 2025, and May 31, 2025. Applications were due by Wednesday, October 2, 2024.

There is no set limit on the amount of funding that can be requested.

To apply for Program Funds, please complete the Program Funds Application. Please review the funding application rules below before applying.

If you missed the deadline for Program Funds or a new event has come up, you may apply for Supplemental Program Funds at any time while funds are still available.

Supplemental awards are limited to no more than $1,000. The current round of funding is for events scheduled to be held before or on May 31, 2025. 

Applications must be received at least two weeks before the event. Please review the funding application rules below before applying.

To determine if your event qualifies under our funding guidelines and timeline, please complete the Pre-qualification Worksheet for Supplemental Program Funds. If your event qualifies, you will be provided the link to the full Supplemental Program Funds Application.

The following rules apply to Program Funds and Supplemental Program Funds:

• The event must be open to all members of the UAlbany community and be held on University property (Uptown Campus, Downtown Campus, East Campus or Dippikill). Funds will not be awarded for private events (such as retirement parties) or invitation-only events.
• The event should affect one or more broad sectors of the UAlbany community or respond to the needs of an otherwise underserved/underrepresented community on campus.
• The event should enhance the education, research, learning and living experiences of the UAlbany community.  
• Funds will not be approved for expenditures on goods and services supplied by outside vendors or organizations if UAS or any of its contractors can supply similar or identical goods and services. See a list of our current corporate partners.
• Extra consideration will be given to groups that demonstrate collaborative effort, support and funding from other campus partners.
• Funding will not be provided for staff or student salaries.
• Funds may not be used for the purchase of equipment (such as computers, projectors, amplifiers, etc.) Funds may be used for office supplies only to the extent that those supplies are used in direct support of the event. 
• It is prohibited to use funds for the purchase or distribution of alcohol and/or tobacco.

Additionally, we recommend asking someone to review your application before you submit it. Make sure your application is easy to understand and succinct, with all required details included and a properly calculated budget. 

The email address(es) supplied on the application will receive a notification indicating whether an award has been granted and, if so, for how much.

That email will also include an award account number, which will be assigned to your event and should be used in all correspondence, including on the UAS Disbursement Form (see instructions below).

Please be aware of the following as you plan your event:

• Groups awarded Program Funds or Supplemental Program Funds agree to recognize UAS in all advertising, promotional materials and printed programs for the event.
  • Before your event, copies of promotional materials must be sent to UAS for approval. Send electronic copies to [email protected].
  • For more information on UAS logos, social media and branding guidelines, please review the Event Planning section below.
• UAlbany Catering has the exclusive right to provide food on the UAlbany campus with only a few exceptions, as outlined in the Campus Food Policy.
  • If you will be serving food at your event, please contact UAlbany Catering (518-442-5986 or [email protected]) at least 15 business days before the event to arrange catering.
  • If your event does not follow the Campus Food Policy, your award cannot be honored.
• You must work with UAS’ corporate partners if they can provide similar or identical goods and services as an external vendor. Please review the procedures for using awarded funds below. 

Once you have been awarded funds, you must use the UAS Disbursement Form to be reimbursed for event-related expenses. Please follow the instructions below.  

Procedures for Bookstore Purchases

If you are using Program Funds or Supplemental Program Funds for purchases at AcaDamien’s Bookstore, please follow these instructions:

1. Go to the bookstore during AcaDamien’s business hours. Choose the items you would like to purchase and go to the checkout counter.
2. Tell the cashier that you are using UAS Program Funds or Supplemental Program Funds to pay for your purchases.
3. The cashier will ring you up and provide you with a receipt. Then they will bag up your items and store them with a copy of the receipt for future pickup.
4. Next, submit a completed UAS Disbursement Form. You must attach the bookstore receipt.  
   Note: Checks are issued weekly and are typically ready by 3 p.m. Thursday. Forms must be submitted by noon Monday to be ready on time. You may pick up the check at the ID Card Office or request we mail it directly to you.
5. Take the check to the bookstore and pick up your items.
   Note: Please allow ample time between the date you purchase items from the bookstore and the date of your event to allow for check processing.

Procedures for All Other Expenses

To be reimbursed for event-related expenses (except bookstore purchases), please submit a completed UAS Disbursement Form. You must attach all invoices/receipts and promotional materials for the event.

Please be aware of the following rules:

• Checks are issued weekly and are typically ready by 3 p.m. Thursday. Forms must be submitted by noon Monday to be ready on time. You may pick up the check at the ID Card Office or request we mail it directly to you.
• Completed forms and attachments must be submitted within 60 calendar days of the event or no later than the end of the fiscal year (June 30), whichever comes first. Failure to submit the required materials by the correct deadline will result in a forfeiture of the award.
• The funds awarded will only be disbursed for goods and services directly related to the event and will not exceed the award amount.  
• Reimbursements to the Account Signatory (Project Director) require an additional signature by a secondary officer of the event. Please see the Certification field on the Disbursement Form. 
• If you are making a purchase of $10,000 or more, please contact UAS Administrative Assistant Nancy Harrigan ([email protected] or 518-442-5989) before making the purchase for additional instructions.
• Groups awarded Program Funds or Supplemental Program Funds must follow all award rules, as well as all UAlbany policies and procedures.
• Funds may only be used for the event and purpose indicated on the original application. If you want to use funds for a different purpose, you must submit a new application. 

UAS reserves the right to cancel any approved funds for events in violation of UAS Program Funds and Supplemental Program Funds rules, UAS By-laws, the UAS contract with UAlbany, or University policies and procedures.

As a condition of award, recipients of UAS Program Funds or Supplemental Program Funds must assume liability for reimbursing UAS for any money spent in violation of these rules and policies.

UAS reserves the right to cancel any approved UAS Program Funds or Supplemental Program Funds as necessary to preserve UAS’ financial stability.

Groups may appeal a decision made by the UAS Board of Directors’ Program Funds Committee by submitting a formal request to [email protected].

• UAS can only accept requests from official UAlbany offices/departments and student organizations.
• We encourage you to submit your request as soon as you have a date for your event. Donations are distributed on a first-come, first-served basis, and there are a limited number available each semester.
• Donations of one to 19 cases of beverages can be delivered to an on-campus loading dock of your choice and must be picked up on the day of delivery, or the cases can be delivered to the ID Card Office. Please specify in the request form which pickup option you prefer.
• Donations of 20 or more cases of beverages will be delivered to an on-campus loading dock of your choice and must be picked up on the day of delivery.
• Please review the Event Planning section below for detailed information on promotional material requirements (UAS logos, social media and branding guidelines).