Office of the Vice President for the Arts

Student Arts Grants – How to Apply

How to Apply

Applications Open for Fall 2024 and Winter 2025

Purpose

VSOs can apply for grants to support in-person (on-campus) and virtual events that are student-led, student-centered, and student-featured, including: student performances, exhibitions featuring students, arts-related workshops for students and arts-related speakers.

Project Guidelines

Project must meet all of the following criteria:

Extracurricular, collaborative projects that center and feature current Stanford students
- Proposed project has a connection to the VSO’s mission.
- Project is led by at least one currently enrolled undergraduate or co-term Stanford student. Students on Leave of Absences are not eligible.
Incorporate at least one form of artistic expression (e.g. music, dance, theater, spoken word, performance art, film, visual art, fashion/textiles, heritage arts, digital media, interactive art, creative writing). Projects by students of all forms and levels of artistic experience are encouraged to apply.
Project is performed/exhibited by the end of Spring 2025 either in a virtual space or in an approved Stanford campus venue.
Project is registered with the Office of Student Engagement (OSE).

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

Parties of any kind and other predominantly social events.
Project and events fronted by VSOs for residences.
Activities 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.)
Any travel-related activities (local, national, or international).
Activities falling outside of OSE policies.

Applicant Eligibility

All actively registered VSOs are eligible to apply.
- Neighborhood Houses: Projects led by campus residences are not eligible for VPA Student Arts Grants. Project teams should work with their Neighborhood Community Council to secure arts-related funding.
- Individual Students: VPA Student Arts Grants do not fund individual student projects. Visit our Project Resources page for resources and communities that can support your artistic vision, as well as our list of alternate campus funding opportunities for individual students.

How to Apply

Applications are only accepted through CardinalEngage and include the following:

Proof of OSE Event Registration in CardinalEngage
- VSOs must have started the OSE event registration process at the time of application.
Project lead contact information
VSO Affiliation and ASSU Account Number
Project Information (title, category, summary)
Core Project Team Members and additional project partners
Short answers
- Why have you chosen this project?
- How will you make this project happen?
List of potential venues (in-person on campus, or virtual)
Anticipated Timeline
Project Financial Plan (PDF upload)
Application Agreement

Application Timeline

VSOs should apply at least 4-6 weeks before your event to allow for sufficient time for application review and the transfer of grant funds to your ASSU account.

Fall 2024

Cycle A

Application Deadline: Monday, October 7, 2024 (Week 3 Fall)
Applicants Notified: Monday, October 21, 2024 (Week 5 Fall)

Cycle B:

Application Deadline: Monday, November 4, 2024 (Week 7 Fall)
Applicants Notified: Monday, November 18, 2024 (Week 9 Fall)

Winter 2025

Cycle C

Application Deadline: Monday, February 3, 2025 (Week 5 Winter)
Applicants Notified: Monday, February 17, 2025 (Week 7 Winter)

Cycle D

Application Deadline: Monday, March 3, 2025 (Week 9 Winter)
Applicants Notified: Monday, March 17, 2025 (Finals Week Winter)

No applications are accepted after March 17, 2025 Winter Quarter. No Spring Quarter Deadlines.

Project Final Reports are due within two weeks of project completion.

Grantee Expectations

Award

Awards range from $250 - $5,000 and are directly transferred to the VSO’s ASSU account. The transfers are typically initiated within 3 weeks of completing your grant agreement.
- Each VSO can request a maximum of $5,000 over a single academic year (September-June).
- Projects involving multiple VSOs will only be considered for a single grant (VSOs cannot pool Student Arts Grant funds.)
- Funding (full or partial) is not guaranteed.
Funds cannot be combined with Undergraduate Research grants (Small Grant, Major Grant, Chappell Lougee, Conference Grant) or funding from other VPA organizations (e.g. IDA, Stanford Live, Cantor, Anderson, SAI).
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.

Expenses

Eligible Project Expenses

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)

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

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)

Items Not Covered by Student Arts Grants

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 for Stanford affiliates (students, faculty, staff, postdocs)
Travel and transportation for Stanford affiliates (students, faculty, staff, postdocs)
Housing/lodging for Stanford affiliates (students, faculty, staff, postdocs)
Expenses incurred prior to the grant award date
Ad fees (including social media promotions)
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)

Application Resources

Review Process

After each deadline, the Grants Team will review submissions to verify project eligibility and completeness.
- Your team may be requested to submit additional/revised materials after the deadline. The Grants Team may also contact your project sponsor for additional information.
Funding decisions are typically finalized within 14 days after each deadline. There are four possible outcomes:
- Award: Your project receives full or partial funding.
- Declined: Your project has not been awarded funding.
- Ineligible: Your project does not meet the eligibility criteria for a VPA Student Arts Grant

Tips for Preparing Your Project Budget

How to create your project budget:

Provide a budget for your entire project--not just the portion relating to your grant request. We want to see how the grant will fit in with your overall project plan.
- Think about all of the materials it will take to realize your project. Do some internet research to estimate costs.
- See Use of Grant Funds per grant type (VSO or Individual) to review list of eligible items.
Explore using free campus equipment programs (such as the Equipment Lending Library, Lathrop Media Lab, etc.) before deciding that you need to rent equipment from an external vendor.
Projects sponsored by VSOs: VSOs are expected to contribute funding to the project (either from their 2800 account, annual ASSU allowances, or TSF). VSOs should expect to contribute at least 30-50% of the total project cost.
- Other campus sponsors are not required/obligated to provide any financial support for this project.
Projects should utilize multiple campus funding sources.
- If you are planning to apply (or have confirmed) funding from other sources (such as ASSU, TSF, community centers, departments, etc.), please include that information in the budget template.
Check your math! If your project costs in Part 1 are greater than your project funding in Part 2, consider cutting costs or applying for additional funds.
Check your formatting! Make sure your budget exports as a single-page PDF using the specified template.

Additional Campus Funding Resources

Disability Accomodations

If you need a disability-related accommodation and/or need to receive any program information/application in alternate format, please contact the Diversity & Access Office at, at phone: (650) 725-0326 or email: disability.access@stanford.edu.

Apply Now

Purpose
- Project Guidelines
Eligibility
How to Apply
Application Timeline
Grantee Expectations
- Award
- Expenses
Application Resources
- Disability Accomodations

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Student Arts Grants – How to Apply

How to Apply

Purpose

Project Guidelines

Applicant Eligibility

How to Apply

Application Timeline

Grantee Expectations

Award

Expenses

Application Resources

Disability Accomodations

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