Apply for funding

Proposal characteristics

  • Consideration will be given to proposals of both modest and broad scope. Proposals might be for one-time events, a series of events, or a program.
  • A proposal will be evaluated based on the extent to which it identifies and addresses a community need; its feasibility; and its potential impact.
    • Community: Explain the need and how your proposal addresses that need.
    • Feasibility: Clarify that the effort is achievable within the proposed time frame and budget; explain why the project team is the appropriate one to implement your idea.
    • Impact: How will your proposal make a difference?

Funding Restrictions

  • Funding will not cover the following:
    • equipment (cameras, computers, furniture)
    • start-up activities or research
    • alcohol
    • air travel
    • payments to guest speakers (i.e. honorariums)
    • stipends for proposal authors; proposal authors are expected to volunteer their time

Please note: Graduate Student Life Grants are not intended to be used as partial funding for previously planned conferences.

Budgeting

See sample budget and template with cost guidelines.

  • Total funding requested
    Note any additional sources of funding, including grants from other offices, departmental funding, and ticket revenue.
  • Detailed breakdown of how funds will be spent
    • number of participants
    • number of events
    • cost of publicity
    • cost of food and beverages
    • cost of local transportation
    • cost of materials and services
    • budget for police detail and licensing fees, as necessary
  • If you have an MIT account number you are using for this project, include it along with the account supervisor. Please note: your MIT student ID is not an account number; be sure to ask if you have questions.

Event planning

Think through your plan and its implications. Please refer to the Event Planning Guide as well.

  • Can you imagine any liabilities such as a potential for people to be hurt or damage to property? How can you plan to reduce risk?
  • Does your proposal involve another student group or MIT office? Make sure to reach out to them to secure their participation in your proposal.

If your event or activity will include any of the following, it must be registered via Atlas. Please refer to the Institute Events policy.

  • you are expecting more than 100 attendees at an event
  • more than 20% of attendees are not members of the MIT community
  • events are cosponsored with a non-MIT partner
  • alcohol will be served (please note that grant funds may not be used to purchase alcohol, however it may be served at your event)
  • there will be entertainment
  • minors will be in attendance

Please note that special policies apply when you are using MIT funds to rent a car or will screen a movie.

For large events, the Institute Event Planning Guide is a comprehensive resource.

Notification

The Office of Graduate Education appoints a selection panel made up of graduate students and administrators. The selection panel may request further details about your proposal; recommend minor changes; and/or offer a grant total that is more or less than what you requested.

All proposals will be acknowledged. You will learn if your proposal has been approved by December 1, 2019and a contract will be sent to you that spells out terms for acceptance of your grant funding. Before receiving funds, you must agree to submit a report when your project is finished.

Reporting on your project

All grant authors are required to report on their project, which includes a summary of each event or activity, including but not limited to budgeting, descriptions, and demographic data (number of grad students and their department affiliation, etc.) on attendees.