Submission Deadline

The earlier requests are made, the better, however the GSC must receive all quickfunding applications at least 24 hours prior to the event (excluding weekends and holidays). Requests received after the event has been held will not be considered for QuickFunding. If the organizers have not done any advertising prior to applying for QuickFunding, the event may still be eligible for QuickFunding (at the discretion of the GSC board). In such a case, the organizers must have requested QuickFunding at least 48 hours in advance of their event and they must have posted their advertising immediately following their request for QuickFunding. This procedure is in place to ensure at least 48 hours of advance advertising for QuickFunding-supported events. In those cases where the application is received less than 5-7 days before the event, the GSC board vote will occur after the event and the GSC will consider actual graduate student attendance, success of the event, actual event spending, and other actual data from the event in making its funding decision.

Requirements for Quickfunding

The event must be open to all interested graduate students.

Your event may require approval by the the appropriate authorities at Caltech, and this approval should be sought in advance. If your event is primarily for graduate students, you should fill out the graduate event registration form. If your event is primarily for undergraduate students, you should fill out the undergraduate event registration form. You should keep a copy of your registration form during your event. Any event sponsored by a Caltech organization or utilizing Caltech facilities and having one or more of the following characteristics requires approval:

• Alcoholic beverages will be served
• Amplified music or a band will be used
• The event will be publicized to non-Caltech people

The event must be well advertised, as outlined below.

• If possible, one month prior to your event, email the GSC newsletter (gscnews@its) with an announcement for your event.
• 7 days prior to your event, send an email announcement to gscchair@its.caltech.edu. The GSC Chair can forward this message by e-mail to all graduate students.
• ABSOLUTELY REQUIRED: 5-7 days prior to your event, post 40-50 flyers all over campus, including 15-20 in the Catalinas Housing Complex.
• The GSC's nondiscriminatory graphic should be part of your flyer. Get it here: jpg | ppt
• Spread the word to your club, friends etc.

Obtaining Funding

Being approved for QuickFunding is not the same as receiving QuickFunding. GSC funding is subject to compliance with certain rules, including compliance with Caltech policies, the event being open to the entire Caltech graduate student community, and widespread publicity on campus. If the event does not comply with these rules, the GSC Treasurer does not pay the organizers, regardless of whether the event was approved for QuickFunding.

In order to receive funds approved for QuickFunding for your event, send original receipts totaling at least the amount approved for QuickFunding to:

Rassul Karabalin
GSC Treasurer
MC 114-36

Include with these receipts a note stating the following:

• Participation figures for the event (total # of participants and # of graduate student participants)
• To whom to make the check and where to send it
• Any details the GSC should know about the event (i.e. it was rescheduled, the police shut it down, it was a huge success, it was combined with another event, etc.)

Failure to comply with these conditions will result in delayed or non-payment of funds.

We also suggest you answer the following questions:

• Was participation what you had expected? If not, please explain.
• Were the people present in your event interested in the event? Which aspects of the event drew the most attention and interest?
• What were the total costs of the event? Provide a breakdown.
• Overall, do you think it was a successful event? Is there anything you or the GSC could have done to improve it?