InstructionsInstructions:1. Use the Budget Worksheet to create your budget and then fill out the Questionnaire. Budget Worksheets that are submitted without completed Questionnaires will not be considered by the Budget and Finance Committee and will be returned to the club/organization for completion. 2. Use as many of the categories as you need, all if necessary, but not required. Be sure to break down categories chronologically by event/speaker/performance/trip or include specific names if applicable and include sub-categories whenever possible. You will only be held to the dollar amount for the entire category (Column A), but you must provide a breakdown with sub-categories and descriptions to show how you arrived at that subtotal. You will not need category transfers between sub-categories. 3. The descriptions of categories can be found in the glossary4. To begin: a) Click on the yellow cell in row 1 - type in the name of your club/organizationb) Click on the first blue cell (A3) in the Category column, a drop down menu will appear - choose a cateogry to startc) Click on the next blue cell (B3) in the Sub-Category column, a drop down menu will appear - choose a sub-cateogry from the menu or create your own d) Once a sub-category is selected or created, double click on it to add numbers that will denote the chronological order or give a specific name to the event. Do not provide explanations in the "Uniqe Category" descriptions box if you are only adding details to a sub-category, just if the sub-cateogry is entirely different)e) Click on the next blue cell (C3) in the Descriptions category, or if there is no more detail for that sub-cateogry, move onto the next step.f) Click on the yellow cell in that row under the Funds column and add a numerical value.g) Continue adding sub-categories and descriptions until a Category is finished.h) Click on the next blue cell in the Category column - choose a category from the drop down menu and repeat the previous steps*The "Other" Category may be selected more than once. Make sure to provide a name and explanation for the new category at the bottom of the worksheet.*If you have problems such as running out of room on the worksheet, e-mail Jim Welsh (jwelsh@skidmore.edu) .

Budget WorksheetEl Club EspaolCategorySub-categoryDescriptionFundsEvent Production ExpensesCaf Gijn Caf Gijn is an event where students come together to cook, speak Spanish, and learn about the culture and history behind the dish. 300.00LEGENDLa Noche de Cine Noche de Cine is an event where students and also faculty members of the Spanish Department come together over snacks and drinks and speak about political, cultural, and economical issues that arise in the movies or documentaries watched. 200.00available for your inputLa Fiesta de Balie La Fiesta de Baile is an event where students come together to celebrate and learn different Spanish and Latin American dances. restricted areaautomated response

CategoriesAnticipated RevenueCo-SponsorshipsEvent Production ExpensesInstructor/Advisor/CoachOtherPersonal Refreshments/EntertainmentPublicityRegistration/Entry/Membership Feessubtotal: Event Production Expenses500.00Royalites/ArrangementsCo-sponsorshipsScreening of the documentary "Adelante"El Club Espanol is interested in co-sponsoring with The Film Appreciation Club a screening of an award-winning documentary film called "Adelante." The film was produced by two professors of antropology at the University of Pennsylvania. "Adelante" tells the story of St. Patrick's Church in suburban Philadelphia where Mexican newcomers are revitalizing a dying Irish-Catholic parish in Norristown, PA. 300.00Speaker/Performer/DJSpecial Initiatives (Projects)Student PayrollSupplies/Office Expenses/EquipmentTravelVenue

Suggested Sub-CategoriesRefreshments EntertainmentSuppliesOffice ExpensesEquipmentTrip (Add 1,2,3)Co-sponsorship (Add 1,2,3)subtotal: Co-sponsorships300.00Event (Add Name or 1,2,3)Speaker (Add Name or 1,2,3)Project (Add Name or 1,2,3)Activity (Add Name)

DescriptionsAccomodationsTransportationMealsPerformance fee/Agent feeAccomodations/MealsRider ObligationsCostumes/Event Staff ShirtsSound/Lighting EquipmentDecorations/Set/PropsBeer Gardensubtotal: 0.00Event Staff RefreshmentsRefreshments/EntertainmentLa Noche de Cine Popcorn and water bottles for students as they watch the movie 150.00Caf Gijn As we are cooking, students can eat small snaks: chips with dipping sauce, crackers, or doughnuts. 100.00Screening of the documentary "Adelante"Popcorn and water bottles for students as they watch the movie 40.00La Fiesta de Balie Water bottles and snacks for students to have during the event50.00

subtotal: Refreshments/Entertainment340.00PublicityCaf Gijn Posters for the event. 50.00La Noche de Cine Posters for the event. 50.00Screening of the documentary "Adelante"Posters for the event. 30.00La Fiesta de Balie Posters for the event. 30.00

subtotal: Publicity160.00

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subtotal: 0.00Final Budget1,300.00"Unique Category" Description(s)Name of Category/Sub-Category CreatedExplanation for creating category

CatagoriesSub-catagoriesDescriptionAnticipated RevenueCo-SponsorshipAccomodationsCo-sponsorshipsEntertainmentAdditionalEvent Production ExpensesEquipmentBeer GardenInstructor/Advisor/CoachEventClub MeetingsOtherOffice ExpenseCostumes/Event Staff ShirtsPublicityProductionDecorations/Set/PropsRefreshments/EntertainmentProjectEvent Staff RefreshmentsRegistration/Entry/Membership FeesRefreshmentsFee/AgentRoyalties/ArrangementsSpeakerMealsSpeaker/Performer/DJSuppliesRider ObligationsSpecial InitiativesTripSound/Lighting EquipmentStudent PayrollSpeaker DinnerSupplies/Office Expenses/EquipmentTransportationTravelVenue

QuestionnaireWhat was your club/organizations budget last year? How much do you anticipate will be unused at the end of the year?

Did your club/organization receive any supplmentals, loans, conference or uniform funds this year?

If yes, what were they and for how much?

Does your club/organization have any regularly scheduled conferences?

Please explain any anticipated revenue you included in the budget? Based on past performance, is this still a realistic number?

Does your club/organization have any affiliations with national organizations?

Does your club/organizations have any financial assets outside of SGA?

If your club/organizations has an advisor, who is it?

Has your club/organization held elections for new officers yet? Are the incoming and outgoing treasurers participating in budgeting?

In one or two sentences, what is the mission of your club/organization?

How many active members are in your club/organization?

If there are any major differences in the activities of your club/organization for next year, please explain.

If you had to cut anything from the budget, where would it come from and how much?

Do you have any suggestions to improve the new financial forms?

Below, please list any additional information not covered above that you think would benefit the SGA Budget and Finance Committee when it examines your budget.

GlossaryNameDefinitionEvent Production Expenses: This category should be used for event production expenses such as costumes/event staff shirts, sound and lighting equipment, sets/props/decorations, event staff refreshments for events that require extraordinary amounts of time or labor to set up, money to cover the initial expenses of alcohol - a revenue requirement must be included in the revenue category for all alcohol that is sold.Speaker/Performer/DJ: This category is for the expenses associated with speakers/performers/DJ's that include speaker fees/honorariums, agent fees, rider obligations, and/or expenses for meals, travel, and accommodations.Student Payroll: The student payroll category is used to pay any student that a club/organizations contracts with for services. Students may not be paid from the speaker/performer/DJ category due to student employee processes.Venue: The venue category may be used to cover the costs of renting space for productions or sports practices/events off-campus.Publicity: The publicity category may be used to cover all paper and electronic advertisements and publicity.Co-Sponsorships: Use this category for any anticipated co-sponsorships throughout the year. Break down co-sponsorships by event and note which club/organization is being co-sponsored.Travel: The travel category may be used for transportation, accommodations, meals, and/or additional items. Up to $25 per person per day may be spent for day trips and $50 per person per day for overnight trips for travel purposes. An additional $20 per person per day may be spent on food expenses.Supplies/Office Expenses/Equipment: This category covers a variety of items. Include sub-categories when possible.Registration/Entry/Membership Fees: Individual registration/entry/membership fees may not be purchased in the names of club/organization members. Any purchases should be done as a team in the name of the club/organization.Instructor/Advisor/Coach: SGA will try to allocate similar amounts to instructor/advisor/coaches in the same sport.Royalties/Arrangements: This category may be used to cover the expenses associated with royalties and arrangements.Special Initiatives: This category may cover special projects related to the club/organization's mission.Refreshments/Entertainment: The refreshments/entertainment category may be used to pay for items such as food at meetings, food for event staff, entertainment for club/org members, special dinners with speakers/guests. Note: Only 10% of the total budget or $600, whichever is lower, may be put in this category.Revenue: Most clubs will have a zero in the revenue category to start the year. However, if the club/organization has a proven method of collecting revenue, such as the sale of goods/services, the sale of tickets to outside community members, annual donations, membership dues, etc, these should be included as negative amounts in the revenue category. Clubs/organizations may not charge Skidmore students for events without the permission of the Budget and Finance Committee.Other: Please add any categories you feel have not been included while keeping in mind that categories should be universal enough that they can apply to more than one club/organization.