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A group of people walking up a hill holding skis and snowbaords at Trent


Event Funding

The Pan-Colleges Programming Fund is designed to enhance the collegiate experience for undergraduate students affiliated with colleges at the Symons campus of Trent University through a variety of meaningful events and activities. The following parameters have been established to help guide decision making about how funds are to be allocated.

Submit a Proposal

Guidelines 2018-2019
Application Template
Application Example

Please see the funding proposal template above. Please use this template to create your proposal, answering all questions as thoroughly as possible. You can submit your funding proposal online to colleges@trentu.ca or in person to Stephanie Muehlethaler, Principal of Otonabee College in OC W102.

Before continuing with your application, please watch the following video:

Funding Criteria

Criterion 1

The following criteria are seen as favourable and therefore, proposals that more fully address these items will be given preference. Programming that seeks to:

  • Help build a sense of community in one or more colleges
  • Engage students in learning about issues that are connected to scholarly activities
  • Make connections between the curriculum and real-world problems
  • Stimulate student’s curiosity or promote self-directed discovery
  • Promote active learning or experiential learning
  • Foster collaboration between the colleges and other groups or departments
  • Foster connections with the broader Peterborough community

Criterion 2

The following criteria are required of all proposals. Programming that:

  • Involves students in the planning, implementation and evaluation of the program
  • Achieves clearly defined, measurable goals
  • Relates to the identity of at least two different colleges, and involve students from these colleges
  • Operates using a funding ratio of not more than $15/student participant. For example: 10 student participants = $150 maximum; 25 student participants = $375 maximum; 100 student participants = $1,500 maximum; 250 student participants = $3,750 maximum

Criterion 3

Funds will not be granted for:

  • More than 10% of the Pan-Colleges annual budget to any single project
  • The purchase of furniture or equipment
  • Prizes for raffles or fundraising, or door prizes

Criterion 4

Funds may be granted on an annual basis for up to three years to the same project, but not more. Projects that have received three years of Pan-Colleges funding may apply again, but other projects who have not received three years of funding will be prioritized by the committee.

Criterion 5

Apart from exceptional circumstances, groups that fail to deliver programming as proposed will receive less favourable consideration on future requests. Funds may not be reallocated for a purpose outside the scope of the proposal without approval from the funding committee.

Criterion 6

A report detailing the expenses incurred, outcomes achieved and lessons learned must be submitted within 3 months of the program completion date. If your event takes place within 3 months to the end of the academic year, the report will be due no later than the last day of classes for the current academic year. Following funding approval from the Pan-Colleges committee, groups will be provided a template of this report to be submitted after the event. Where funds are spent by a group that does not use Trent University’s accounting system, copies of receipts for all expenses must be submitted with the final report. Unused funds must be returned for redistribution in the next cycle of proposals. Groups that fail to submit a follow-up report of their event will receive less favourable consideration on future funding requests.


  1. If funds are available, a call for proposals will be announced to the general community.
  2. A proposal deadline will be set for two weeks from the initial call for proposal date. Additional submissions that are received after this deadline may be considered only after those that meet the deadline.
  3. The funding committee will meet within two (2) weeks of the proposal deadline, and will announce decisions within two weeks of this deadline (sooner if possible, if there are no follow-up questions from the committee).
  4. The funding committee will receive a summary of final reports at the beginning of each semester and will have full access to final reports at its discretion. A summary of the fund’s activities will be posted on the colleges’ website in order to be accessible to all students. 

Committee Membership

  • One student representing the College Cabinets
  • One student at large
  • One student representing Traill College
  • A faculty member
  • An alumni member
  • One College Head
  • Director of Colleges
  • The Colleges Assistant

Summary of Dates 2018-2019

First Proposal Deadline: October 19, 2018
Second Proposal Deadline: November 16, 2018
Third Proposal Deadline: January 30, 2019

Groups should consider submitting their funding proposals as soon as possible. The Pan-Colleges Programming Fund is not evenly distributed between the 3 proposal dates. This results in a majority of the Pan-Colleges Programming Fund being allocated to groups during the first semester.

What to Include in Your Proposal

The following is an overview of the questions you will be asked to answer when composing your proposal. Generally speaking, a proposal should outline the details related to your plans. While it is a good idea to be brief and to the point, requests for larger amounts of funding generally require more detailed proposals, whereas those for small sums can generally be briefer.

  • Title: name of the program or event
  • Date(s) of the event
  • Primary Contact: Name, position/title, organization, email address
  • Collaborations: What other organization(s) are involved in the planning process?
  • Purpose: What are you trying to achieve with this program? Who is the intended audience?
  • General Overview: what will this program look like? Please describe locations, presenters, activities, etc.
  • Relevance: How do you know students will be interested in this program?
  • Participation Rate: How many people are you expecting will participate? How many participants will be students?
  • Inclusiveness: What will you do to ensure students from a range of identity groups or backgrounds feel comfortable participating? You may want address creating a barrier-free experience for people with disabilities. Similarly, if you’re serving food you may want to address how you’ll manage dietary restrictions.
  • Relevance to the Colleges: How does this program contribute to the goals and objectives of the colleges? Which college(s) are involved?
  • Risks Management: Has your program been reviewed through the risk management process? Note: all events that are run by student groups must go through this process.
  • Budget:
    • Indicate the total amount requested.
    • Specific expenses to be covered by this request (e.g. hospitality, advertising, speaker fees, equipment rental, etc.).
    • If applicable, other sources of funding (name and amount). 
    • If applicable, expected revenue from ticket sales.
    • List of expenses: provide a breakdown of how much the total program will cost. Each line should have dollar amount and a name/description.
  • Assessment: How will you know this initiative has been successful? Will there any follow-up to get feedback from participants?
  • Additional Considerations: Have a look at the funding criteria and respond to anything that you have not yet addressed.
  • Disbursements:
    • If the funds are to be transferred within the university, please provide the appropriate coding.
    • If the funds are going to a student group, please indicate to whom the cheque should be made payable. Note that cheques can only be made payable to organizations, not individuals.
    • With regards to student groups, only those that are formally recognized (i.e. Cabinets, TCSA or recognized club) may be awarded funds. More informal groups are encouraged to partner with an established group in order to make the project feasible.