FSILG Retreat Funding Application Process
About FSILG Retreat Funding
Thanks to generous alumni contributions and funding specifically earmarked for student leadership development opportunities for FSILG students, the FSILG Office is able to support retreat and conference efforts by our organizations.
- Organizations are permitted to apply for and receive up to $1,000 of reimbursed retreat funding per fiscal year (July 1 - June 30).
- The money may be divided between multiple events.
- This financial support exists to offset costs associated with these events and is not meant to serve as the main funding source.
- Groups must apply for funding in advance.
- Funding is not guaranteed to any FSILG organization.
- Should you need assistance with creating an application, please work with your FSILG Office Advisor.
Qualifying Criteria for Funding
The FSILG Office recognizes the value of having meaningful educational experiences through participation in chapter retreats and inter/national conventions, conferences and conclaves. To qualify for funding, your organizations must meet four criteria:
- The event must have learning outcomes. Retreat funding is intended to support the programming development of MIT undergraduate active chapter members and as such learning outcomes must be a measurable statement for what participants of the retreat or conference will learn from the program and how it benefits the organizations as whole.
- An alumni member, chapter/alumni advisory board member, or representative from the inter/national headquarters must be present at the event.
- The event must be dry. An event where alcohol and/or illegal substances are present will not receive FSILG funding.
- The members must uphold the Institute’s community standards as laid out in the Mind Hand Book as well as follow all policies and standards of their organization while on the retreat. A group that is found falsifying information and/or in violation of any campus or local policies will not be reimbursed and may be subject to judicial sanctions.
The Retreat Funding ProcessThe application for retreat funding must be submitted no later than two weeks before the date of the retreat.
Anything submitted after that timeframe may not receive approval for reimbursement. Step 1: Create a retreat agenda and budget proposal
The agenda should indicate the location and event schedule. Additionally, please list learning outcomes (please provide at least 3 outcomes that, as a result of participating in this event, members will possess or be able to do).
The budget should include a breakdown of costs & the funding sources (ie chapter budget, alumni donations etc), the total estimated cost of the retreat, and the amount being requested from the FSILG Office (up to $1,000).
Please contact the FSILG Office if your organization needs assistance with completing the application or for planning for the event at firstname.lastname@example.org.Step 2: Complete Online ApplicationLocal Retreat Application FSILG Retreat Funding Request ApplicationNational/International Retreat/Convention/Conclave Application FSILG Inter/national Conference Funding Request Application
Your proposed agenda and budget must be attached to the retreat application.Step 3: Schedule a Pre-retreat Meeting with an FSILG Staff member
A representative from the organization requesting funding is required to have an in-person meeting with an FSILG staff member prior to and after the event. After you submit your organization’s application, a member of the FSILG staff will reach out to you via e-mail to schedule a short meeting, typically held in the FSILG Office (W-59-200), where retreat plans will be discussed.Step 4: Go on your retreat!Step 5: Following the Retreat, Schedule a Follow-up meeting
Just as prior to the retreat, a representative from the organization requesting funding is required to have a second in-person meeting with an FSILG staff member after the event. A member of the FSILG staff will contact you via e-mail to schedule this follow-up meeting, typically held in the FSILG Office (W-59-200), where receipts will be submitted** and you will have the opportunity to give feedback on your retreat and planning process.
***Please note that the FSILG Office will only accept original receipts. Copies of credit card statements, screen shots, and other duplicates will not be accepted. All receipts must be itemized and any receipts with items “blacked out” will not be accepted. Regardless of the amount requested, all receipts for the event must be submitted.
Dates and Deadlines
• Requests for events taking place in the fall semester and IAP will not be accepted after the end of the business day on December 1st.
• Requests for events taking place in the spring semester and summer will not be accepted after the end of business day on June 1st.
Additional ConsiderationsFor organizations applying for funding toward inter/national programs (e.g., conclave, convention, leadership institutes)
: The FSILG Office will only cover the registration cost of a participant that exceeds the minimum number of delegates that are required to attend.For organizations applying for funding toward new member retreats
: The organization must have the retreat approved by its’ inter/national headquarters or Chapter/Alumni Advisor (local organizations and ILGs only), and verification of their event approval must be sent to the FSILG Office.
FAQ’s on Retreat Funding
Does retreat funding roll over if you do not use it in the fiscal year?
No. Funding is limited to the fiscal year which is July 1 – June 30.
Can funding cover non-MIT members?
No. Funding may only be used for MIT members of your organization.
Can funding cover alumni attendance?
Possibly. Please email the FSILG Office to discuss alumni attendance at your particular event.
What is not covered by retreat funding?
Social events or activities
Is each chapter automatically granted $1,000 for leadership retreat usage?
Yes and no. The FSILG office budgets for up to $1,000 for each organization annually. However, in order to receive the funding, the FSILG must receive approval in the process articulated above. The way to start the approval process is by submitting the request via the application noted above.
Can the retreat have alcohol?
No. All retreats must be dry. If at any point it is discovered that the retreat was not dry, reimbursement for the $1,000 for your event, regardless of initial approval, is automatically revoked.