Student Arts Grants – How to Apply

• Project is led by at least one currently enrolled undergraduate/co-term Stanford student. Students on Leave of Absences are not eligible.
  
• Proposed project is sponsored by a registered, active VSO and has a connection to the VSO’s mission.
• Lead applicant must be an undergraduate or co-term student.
• Project is registered and approved in CardinalEngage.
• Cannot be combined with other University awards (e.g. Undergraduate Research grants, etc.).
• Neighborhood Houses: Projects led by and/or occurring in campus residences are not eligible for VPA Student Arts Grants. Project teams should work with their Neighborhood Community Council to secure arts-related funding.

Project must meet all of the following criteria:

• Extracurricular projects (does not fulfill academic requirements, honors theses, or capstone projects).
• Incorporate at least one form of artistic expression (e.g. music, dance, theater, spoken word, performance art, film, visual art, fashion/textiles, digital media, interactive art, creative writing) Projects by students of all forms and levels of artistic experience are encouraged to apply.
• Project must be sponsored by a currently registered voluntary student organization (VSO), led by the VSO's undergraduate members, and is connected to the VSO’s mission. 
  • Non-Stanford students (including alumni) can be involved as long as the majority of the project leadership team are current students.
• Collaborative project led by a team of students (no solo projects).
• Project is performed/exhibited by the end of Spring 2023 either in a virtual space or in an approved Stanford campus venue.

Student Arts Grants for VSOs do not cover the following types of projects:

• Projects led by and/or occurring in campus residences.
• Projects involving parties of any kind and other predominantly social events.
• Project and events fronted by VSOs for residences.
• Projects related to a capstone project, thesis, or coursework.
• Projects that are considered part of a department's official season. Typically, these events will include the department as one of the official sponsors and receive marketing support from the department.
• Travel-related activities.
• Activities falling outside of OSE policies.

Awards range from $250 - $5,000 and are directly transferred to the VSO’s ASSU account. The transfers will typically happen within 3 weeks of completing your grant agreement.

Applications are only accepted through CardinalEngage and include the following:

1. Proof of OSE Event Registration in CardinalEngage
2. Project lead contact information 
3. VSO Affiliation and ASSU Account Number
4. Project Information (title, category, summary) 
5. Core Project Team Members and additional project partners
6. Short answers
   1. Why have you chosen this project?
   2. How will you make this project happen?
7. List of potential venues (in-person on campus, or virtual)
8. Anticipated Timeline
9. Project Financial Plan (PDF upload)
10. Application Agreement

VPA Student Arts Grants are awarded for specific project-related costs based on the information provided in the application. Grant recipients will be notified in their award letter about which items can be funded by their grant. Grant funds can only be used for items within their approved tier.

Eligible items are classified in two groups: Tier A and Tier B.

TIER A: VPA Student Arts Grants can fund the following types of project expenses:

• Venue costs (ELS, BGM, campus professional services, chairs/tables, portable stage, etc.)
• Equipment Rentals (including and not limited to: lighting, sound, film/photography, specialty musical instruments, equipment rental).
• Photographer and videographer fees (must review drafted contract with OSE)
• Set and sculpture construction materials
• Props
• Costumes and stage make up
• Publicity materials
• Licenses and royalties
• Film processing and photography supplies
• Art materials (e.g. pencils, paints, ink, clay, paper, canvas, etc.)
• Framing and art hanging/display supplies
• Fabric and sewing notions
• Small electronics and components (e.g. LEDs, wires, switches, circuits)

TIER B: The following items may be permitted on a case-by-case basis for large all-campus events only with prior approval from VPA.

• All expenses in Tier A
• Honoraria, stipends, or fees for performers or other specialists (excluding Stanford affiliates)
• Transportation and travel (including local and on-campus transportation) for performers/speakers (excluding Stanford affiliates)
• Housing and lodging for performers/speakers (excluding Stanford affiliates)

The following items cannot be funded through Student Arts Grants:

• Software (See the list of available applications in the Lathrop Media Lab)
• Large Equipment Purchases
• Payments to Stanford affiliates (e.g. students, faculty, staff), including:
  • Honoraria
  • Travel and transportation
  • Housing/lodging
• Expenses incurred prior to the grant award date
• Gifts for participants
• Tuition or class costs (both Stanford and non-Stanford)
• Donations to individuals, registered charitable organizations, or crowdfunding campaigns
• Food, meals, or event reception costs (including utensils, cups, etc.) over $50
• Materials, goods, or services purchased outside of the United States
• Campus lab fees (e.g. PRL, AAH Photo Lab, etc.)
• Library fines or fees (including Lathrop Tech Desk extended rentals)
• Purchasing equipment solely for personal/group use (including, but not limited to, cameras, audio, lighting, projection, etc.)
• Party supplies (including venue decorations)