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Program funding can help subsidize uniquely “Brown” club events that you might not otherwise have the budget to host. Please complete the new online application as far in advance with as much information as possible for each event! At least 60-90 days before the event*. Funding requests are reviewed on a case-by-case basis and holistically with all submissions.
*Program funding is on a rolling basis. However, for the highest likelihood of funding, please submit as soon as possible for each event. In unique circumstances, some funding may be granted if submitted at least 30 days before the event.
All clubs have minimum engagement requirements (based on club size) that must be met to remain in good standing with the Brown Alumni Association and to receive annual funding.
To receive annual funding this year, we will consider your club’s performance around meeting these minimum engagement requirements over the past year and your plans for this upcoming year. If you have any questions regarding the status of your application or the application process, please email alumni_clubs@brown.edu.
Deadline August 30, 2024
As a formal Brown-recognized alumni club, you must adhere to this policy as a club. (updated 2020)
This Excel template is for tracking each fiscal year. This is an imortant part of club board management and helps keep clear, streamlined tracking of club financial operations.
This document is only helpful guidelines but needs and requirements will be different state to state and bank to bank.
Where does club money come from?
Income From Events • Annual Funding • Program Funding • Membership Dues
How much should a club spend annually?
The answer is different for every club, but no matter the size of your club, follow these budget planning tips:
Establish the budget before the start of the program year (July 1) if possible, and if not, by October at the latest.
Estimate income based on last year’s income.
Estimate expenses based on planned events and their projected costs.
Adjust the planned activity schedule to ensure that anticipated expenses do not exceed anticipated income.
Consider the full calendar year in developing the budget.
Fiscal prudence dictates that one should not increase the projection of income without a clear idea of where that increased income will come from.
Monitor the budget versus expenditures regularly to see if projections are still on target. If one of your early programs is less successful than anticipated, review future expenses to determine where cuts can be made.
Who oversees the club’s budget?
Refer to the Financial Policy Document Above
Each club elects or appoints a Treasurer. The Treasurer’s responsibilities may vary, but generally include:
Work with the president or co-presidents and the board to establish a viable budget for the coming year.
Manage club bank accounts.
Manage revenue collected through events.
Manage annual dues collection and recording process (in some cases, this may be the job of the Membership Chairperson).
Where should a club keep its treasury?
Refer to the Financial Policy & Opening a Bank Account Document Above
Keep a bank account in the name of the club at a local bank for the following:
• Deposits • Writing of checks
• Savings • ATM cards
Generating Income
Generating Income
There are four sources of club funding. Consider tapping all four for a healthy treasury.
INCOME FROM EVENTS
Income from events is determined by many factors, such as the overall cost of running the event or program and achieving the goal of making it affordable to all. In general, a worthy goal is to break even or earn a little extra money from an event to support future activities.
Clubs rely heavily on donations of space and refreshments to keep expenses at a reasonable level so that the cost of an event does not become prohibitive for alumni, particularly young alumni.
PROGRAM FUNDING FROM THE BAA
Program funding is available to all Brown clubs through the BAA Program Funding Grant Application. Applications are reviewed three times a year with deadlines generally in October, January and April. A funding cap is determined for each fiscal year (July 1 to June 30). (See below for specifics on this year’s funding levels and deadlines.) Clubs can make a one-time request for maximum funding to support a large-scale program or event, or a club can make two or three smaller requests spread over the course of the year to support several programs or events.
Program funding is meant to allow a club to afford an otherwise unaffordable event that will give it new visibility and has the potential to recruit many new members. It is meant to be “seed money” to enable the club to do something different that, if repeated, can hopefully become self-funded in subsequent years. Funding is not intended to support the same event each year, but rather foster program innovation. The use of free or inexpensive venues and inexpensive digital postcard invitations are encouraged, among other ways to host an event with reasonable costs. Some financial participation on the part of the club through event revenues or from funds collected from membership dues is also very important.
ANNUAL FUNDING FROM THE BAA
Annual funding supports club operations, such as board meetings, communications, supplies and services purchased to support club business, as well as events.
Brown clubs can request funding by completing the BAA Annual Funding Application that is sent to all club leaders once per year (generally in August), with a deadline generally falling in October. Clubs that apply can receive a payment from the BAA for each alumnus and alumna in the club’s region as recorded in Brown’s alumni database.
The amount per alumnus/alumna is established each fiscal year. (See below for specifics on this year’s funding levels and deadlines.)
ANNUAL DUES
Whether to charge club dues, how much to charge, and the specific benefits of paid membership are left to the discretion of each individual Brown club. Some clubs rely on annual dues as an important way to generate income. Most clubs have opted to eliminate club dues altogether, and depend upon revenue from their events to fund activities. Clubs annual dues typically range from $10 – $50 per member. The basic model that must be followed is:
Annual Membership - Structured on Brown Fiscal year (July-June)
OPT-IN MEMBERSHIP CATEGORIES BAA MINIMUM REQUIREMENTBrown Bear (Free)
Complimentary membership for alumni with less than five years since graduation.College Hill (Lower Rate)
Regular membership offered to alumni, parents, spouses, and friends of Brown. Each year, the club sets the amount and benefits for this membership.Ever True (Higher Rate)
Premium membership offered to alumni, parents, spouses, and friends of Brown. Each year, the club sets the amount and benefits for this membership. This level of membership gives clubs the opportunity invite constituents to support the club at a higher level and, if desired, offer enhanced benefits for membership, (e.g., ticket discounts, first opportunity to order tickets for high demand events).Report abuse