Services and Activities (S&A) Fee Committee Supplemental Budget Request Form

Services and Activities (S&A) Fee Committee Supplemental Budget Request Form STOP! Many requests for funding are unsuccessful because requesters do not read the instructions and do not properly fill out this form. Please read the instructions starting on page 3 fully before filling out any part of this form. Please note the time line for this request, late request will not be considered. Complete all grey shaded areas, by click on the grey area (changes color) and typing Event or Purpose: Capital Orchestra Festival Who is requesting funds: CWU Symphony Orchestra Contact Person: Nikolas Caoile Date: 09/22/2017 Phone number: 1237 Email address: caoilen@cwu.edu Requested amount from S&A Supplemental Budget: $123,960 Do you have S&A base budget funding? Check One by double clicking YES NO Do you have a club account? Check One by double clicking YES NO Amount in your club account: $ SECTION A: Funding Support (see directions-page 3) ASCWU BOD - Academic Senate: $ Requested Committed ASCWU BOD - Club Senate: $ Requested Committed Other: Orchestra $ 3,500 Requested Committed Other: Student out-of-pocket ($400/ea.) $ 29,200 Requested Committed Other: $ Requested Committed Other: $ Requested Committed Other: $ Requested Committed Total funds committed from all sources $ 3,500 Describe where you have sought other funding support and/or how you have raised money for this request? 1) Denied funding from College of Arts and Humanities and Provost Office SECTION B: Further Clarification (see directions-page 3) Briefly share with the S&A Committee the purpose of the funding request. Help the committee understand the benefits of this request to you, your group, other students, and CWU by answering the following: Who: CWU Symphony Orchestra (73 total student members) recognized as the preeminent collegiate orchestra program in the Northwest, performing as many as ten concerts per year including choral/orchestral collaborations, a concerto competition, Halloween concert, opera productions and guest artist concerts. The ensemble consistently receives invitations to perform at State Washington Music Educators Association (WMEA) and Northwest Regional NAfME conferences. They will present Brahms Ein deutsches Requiem at Seattle s Benaroya

Hall. Recent performances include Ravel s La Valse as part of an invited performance for the Washington Music Educators Association State Conference, and fully staged performances of Mozart s "The Magic Flute" at Icicle Creek s Snowy Owl Theater and Strauss' "Die Fledermaus" at the Capitol Theater in Yakima. CWU has partnered with KCTS 9 and KYVE 47 to provide televised programming of the Symphony Orchestra concerts (a market of 2.5 million viewers). CWU On Stage is hosted by CWU Director of Orchestras, Dr. Nikolas Caoile. What: The CWU Symphony has been invited to be a featured performer at the Capital Orchestra Festival in Washington, DC. The performance will take place at the John F. Kennedy Center for the Performing Arts. The program includes: Johannes Brahms Double Concerto for Violin and Cello, and Benjamin Britten s Four Sea Interludes from Peter Grimes. Fee is inclusive of registration, airfare, hotel, per diem, JFK Center for Performing Arts rental, tours of Washington DC monuments and memorials, and instrument rentals. Invitations have been accepted by President Gaudino and Provost Frank to attend. The John F. Kennedy Center for the Performing Arts is a world-renowned arts complex on the Potomac River in Washington, D.C. It opened in 1971 as a living memorial to the 35th President of the United States, John Fitzgerald Kennedy. Designed by architect Edward Durrell Stone, it was built by Philadelphia contractor John McShain and is administered by a bureau of the Smithsonian Institution. It is often referred to as the National Center for the Performing Arts, serving as the home of the National Symphony, Washington Ballet, Washington National Opera, and the Washington Performing Arts Society. Thousands of art performances are given annually on the various stages and theaters that exist within the structure. Where: Washington, DC When: February 16-19, 2018 How: This trip benefits all of students of the university in many ways The symphony will be a visible representative of the university at a venue of distinction: John F. Kennedy Center for a Performing Arts. The invitation establishes CWU as a positive presence and impact at the national level. CWU Public Affairs plans to coordinate publicity for the event (photos, press releases) The President and Provost plan to attend this performance Learning Objectives: This trip benefits the students in many ways The student will develop professional connections with music educators and professionals from the East Coast region. The student will gain experience performing standard orchestral repertoire in world class performance space. The student will receive a historical and cultural experience as it tours Washington Dc memorials, monuments, Arlington cemetery (wreath-laying ceremony at the Tomb of the Unknown Soldier), Ford s Theater, and a Lunch Cruise on the Potomac River The student will have the opportunity to meet Washington State Senator Patty Murray The student will have the opportunity to meet Secretary of Defense and CWU Alum: General Mattis The students will have the opportunity to tour the White House

Section C: Proposed Budget (provide the committee with a budget outlining all revenue and expenses.) Revenue Source Amount Anticipated Expenses Amount Music Department $ 3,500 Tour cost: 73 in quad rooms 139,991 Student out-of-pocket $ 29,200 Instrument rental (cellos, basses, and $ 5,000 (requested $400/each) percussion) $ Charter Bus (Two 47-passenger) $ 3,785 $ Baggage Fee ($25/first bag) $ 1,875 Tab from bottom right cell to add lines, if needed Total Revenue from all sources $ 32,700 Total Expenses of the project/event $ 156,660 Budget explanation if needed: Tour cost is a fixed, all-in figure per student. Budget Reviewed by Student Fund Financial Manager Signature Date

Page 3 This page is for information only and does not need to accompany your request Requests must be emailed to Joseph Bryant, jbryant@cwu.edu in the SURC Accounting office SURC 263. Remember the processing time may be at least 2 weeks before your request will be placed on the S&A Agenda so turn your documents in early (check timeline below). You will be notified by email or phone regarding the date of your presentation before the S&A Committee. Your presentation will be 10 minutes to present and 10 minutes for questions and answers. The Services and Activities Fee Committee meets every Wednesday at 5:30 p.m. in Student Union/Recreation Center Room 301. Agendas are published on the CWU intranet. Please return this form by email: Joseph Bryant, S&A Advisor email: jbryant@cwu.edu Questions: 509-963-1515 DIRECTIONS: Section A: Please list all areas you have requested funding support. Be sure you have applied for funding from Academic Senate and Club Senate (as appropriate) before coming to S&A Committee. Academic Senate - http://www.cwu.edu/ascwu/forms-and-documents Club Senate - http://www.cwu.edu/ascwu/club-senate-information Section B: When describing purpose and benefits to you, your group, or event, explain how this will benefit all students of Central Washington University. Who: (who is going, who is offering the event, name of the organization or club, and number of students participating.) What: (describe what are you doing, what is this all about?) Where: (the location of the event travel needs?) When: (dates of travel and/or the event.) How: (how will funding this request benefit the students of CWU?) Learning objectives: (describe benefit to you and other students) Section C: Budget: (Explain your request for funding and provide this committee with a budget outlining all revenue and expenses.) Think about the following when preparing your budget: a. Budgets that make it clear how the individual students who want to participate in a funded activity will help to pay for it are more likely to be funded.

b. Food is not normally funded unless it is integral to the event for which funding is requested or is part of an overall program with a fixed, all-in cost. c. Students are encouraged when possible to share accommodations at up to 4 persons per hotel room. d. Use the "Budget explanation if needed:" section to fully explain any cost in the budget whose meaning and calculation is not obvious. Also use this section to explain any special efforts made to minimize expenses (e.g. choosing a lower-cost hotel, registering well in advance to secure a lower registration fee, etc.). e. List all available funding (e.g. from a club account), committed funding (e.g. from Academic Senate, Club Senate), likely funding (e.g. from specific, planned fund-raisers identified by name), and if appropriate student/faculty/staff contributions to defraying the cost of the activity in the columns labeled "Revenue Source" and "Amount". Time line for all supplemental requests: The process for submittal of a Supplemental S&A Fee Allocation Request is: a. The requestor of a Supplemental S&A Fee Allocation Request will notify the Student Funds Financial Manager of the request for additional funding in writing via completion of the Supplemental Request form. Once the form is reviewed by the Student Funds Financial manager, a copy of this request will be forwarded to the Chair and Advisors to the Committee for placement on the agenda. All requests are available for review by the Dean of Student Success upon request. b. Supplemental requests should be received 15 academic work days before the event to allow ample time for the Services and Activities Fees Committee to consider and vote on the proposal. However, funds are not released until the request has been reviewed by the CWU Budget and Finance Committee. (i). Exception to policy may be considered for unanticipated events on a case by case basis. c. All requests are reviewed by the Budget and Finance Committee before funds are released. Requests greater than $25000 also require approval by the CWU Board of Trustees. d. No contracts shall be signed by a University official before supplemental funding is approved by the S&A Committee and reviewed by the Budget and Finance Committee. e. All supplemental requests will be reviewed by the Student Funds Financial Manager before placing on the agenda for an upcoming meeting. f. Upon receipt of the Supplemental S&A Fee Allocation Request, the chair or the advisor of the Services and Activities Fees Committee will notify the Committee, the requestor of the Supplemental S&A Fee Allocation Request, and the CWU community of the date and time of the Supplemental S&A Fee Allocation Request Hearing. g. If you are approved for funding you must present your receipts to the Student Funds Financial Manager within two weeks after you return/complete your conference/travel or program.

Helpful Guidelines and Tips for Students Preparing to Request Funds from the Services & Activities Committee The Services & Activities (S&A) Committee is comprised of students, faculty, and staff who recommend to the CWU Finance Committee and the Board of Trustees if the request is over $25,000 related to how the funds raised through quarterly student services and activities fees should be spent. About half of the members of the committee are students. Students frequently request funds from S & A for special activities such as travel to national conferences, athletic club playoffs, and special events on campus. Here are some guidelines to help you prepare your request. 1. In most cases, your activity may be eligible for funding from other organizations on campus, especially the Student Academic Senate and Club Senate. You should seek funding from these other sources first. http://www.cwu.edu/ascwu/student-academic-senate-sas http://www.cwu.edu/ascwu/clubs-and-organizations-forms 2. Once a requestor is sure that all possible sources of funding have been investigated and, where appropriate, applied for then a request for S & A money can be made. This kind of request is called a supplemental request. Make sure you have had your request reviewed and approved by the Student Funds Financial Manager, who will forward the request to the chair and advisor. 3. Here is a typical timeline for S & A Fee Committee Supplemental Budget Request: a. Send an e-mail, including your completed Supplemental Request Form to the Student Funds Financial Manager for approval. The Student Funds Financial Manager will submit the approved request to the chair of the committee and the committee s advisor, notifying them of a request for funding. Supplemental requests should be received at least 15 academic weekdays (i.e. three weeks most of the time, but allow extra lead-time for holidays) before the activity to be funded: one week for the committee s advisory staff to review the request, one week to schedule and make your presentation, and one week following your presentation during which the committee members will deliberate before making a decision. Exceptions to this minimum lead time may be considered for unanticipated events on a case-by-case basis. b. Upon receipt of the approved S & A Fee Committee Supplemental Budget Request form (available on the S&A Web site www.cwu.edu/service-activities ) the chair or the advisor of the Services and Activities Fees Committee will notify the Committee, the requestor of the supplemental request, and the CWU community of the date and time of the meeting where your request will be heard. c. At the meeting, you will be given a maximum of ten minutes for your presentation which will be followed by up to ten minutes of questions from the committee. You should be present at the start of the meeting during which you will present, but are not required to remain at the meeting after the committee has fully discussed your request. d. Normally, the decision about whether or not to fund your request will be made at the committee s next regularly scheduled meeting. You do not have to attend this second meeting, but it is often useful. 4. If you would like to make a brief PowerPoint presentation explaining and justifying your request to the committee, make sure it is available as a file and sent to the Student Funds Financial Manager, preferably by email. As a precaution, it is recommended that you also send it to yourself via the university s e-mail system. You do not need to bring a laptop; there is already one in the committee room linked to a projector. Any time required to set up a presentation will be time lost to actually making the presentation. Remember you have just 10 minutes to explain and justify your request.

5. Do not sign any contracts or in any other way commit to spend S&A funds until your request is approved by the S&A Committee and reviewed by the CWU Budget and Finance Committee. 6. Some things to consider as you prepare your Supplemental Budget Request form: a. Budgets that make it clear how the individual students who want to participate in a funded activity will help to pay for it are more likely to be funded. b. Food is not normally funded unless it is integral to the event for which funding is requested or is part of an overall program with a fixed, all-in cost. c. Students who are traveling are encouraged when possible to share accommodations at up to 4 persons per hotel room. d. Use the "Budget explanation if needed:" section to fully explain any cost in the budget whose meaning and calculation is not obvious. Also use this section to explain any special efforts made to minimize expenses (e.g. choosing a lower-cost hotel, registering well in advance to secure a lower registration fee, etc.). e. List all available funding (e.g. from a club account), committed funding (e.g. from Academic Senate, Club Senate), likely funding (e.g. from specific, planned fund-raisers identified by name), and if appropriate student/faculty/staff contributions to defraying the cost of the activity in the columns labeled "Revenue Source" and "Amount". f. Please ensure that the amount listed on page 1 after Requested amount from S & A Supplemental Budget is equal to the difference between Total Revenue and Total Expenses on page 2. g. Make sure you have had your request reviewed and approved by the Student Funds Financial Manager, who will forward the request to the chair and advisor. If approved for funding you are required to have all receipts related to your expense turned into the Student Funds Financial Manager within two weeks following the event. Additional assistance in completing university and state required documentation is available in the SURC Accounting office, SURC room 263.

Central Washington University Symphony Orchestra

Music Celebrations International, L.L.C. 1440 S. Priest Drive, Suite 102, Tempe, AZ 85281-6954 (480) 894.3330 (800) 395.2036 Fax (480) 894.5137 info@musiccelebrations.com March 2, 2017 Nikolas Caoile, Orchestra Director Central Washington University 400 East University Way Ellensburg, WA 98926 Dear Dr. Caoile, Music Celebrations International extends an invitation to the CENTRAL WASHINGTON UNIVERSITY SYMPHONY ORCHESTRA to apply to participate in the 2018 CAPITAL ORCHESTRA FESTIVAL in Washington, D.C. This exclusive music event will take place on February 19, 2018, in the Concert Hall of the JOHN F. KENNEDY CENTER FOR THE PERFORMING ARTS. Four select orchestras will be featured in this historic concert venue. Music Celebrations International personnel have been organizing concert tours of exceptional quality throughout the world for over 25 years. Our professional and experienced staff will handle all of your travel arrangements and accommodations down to the last detail. Rest assured that the prices we offer cover the cost of everything that will enable your group to have a successful and memorable concert tour experience. I am very excited about the musical stimulation this tour will undoubtedly provide C just the kinds of experiences that raise the level of musicianship and dedication to the performing arts for all participants. This is the life-changing focus of Music Celebrations! Please call on us for any reason. We look forward to associating with you in this special performance opportunity. Sincerely yours, John P. Wiscombe President

CAPITAL ORCHESTRA FESTIVAL MUSIC CELEBRATIONS INTERNATIONAL Cost Inclusions & Exclusions CENTRAL WASHINGTON UNIVERSITY SYMPHONY ORCHESTRA FESTIVAL ARRANGEMENTS: Festival performance at the John F. Kennedy Center for the Performing Arts by a professional production team, including necessary permits. PERCUSSION: The following will be provided for the Kennedy Center performance: Four timpani, bass drum, snare drum, crash cymbals, suspended cymbal, marimba, vibraphone, xylophone, and glockenspiel. Any additional percussion requirements should be brought by the group to the festival, or may be rented upon request. CONCERT PROMOTION: Official recognition, quality concert venues and publicity. AIRLINE TRANSPORTATION: Round-trip transportation by scheduled airline carrier from Seattle, WA. Air fares are subject to change pending space availability at the time of group booking. Includes up to $75 for U.S. Government airline taxes, fees and estimated fuel surcharge. COACH TRANSPORTATION: Local coach transportation on arrival, and available for the entire tour. ACCOMMODATIONS: Hotel accommodations, based on quad occupancy and staying at the Hyatt Arlington. Triple Supplement Double Supplement Single Supplement 3 nights / 4 days: $54 $162 $485 MEALS: Two meals per day (as noted in the Tour itinerary) including breakfast and dinner. Please note that breakfast is not included on day of arrival and dinner is not included on day of departure. One lunch at the KC Café is also included. TOUR MANAGEMENT: One full-time, professionally-licensed Tour Manager on each motorcoach who meets the group upon arrival and remains until departure to guide all excursions, maximize use of time, and enhance the educational value. ENTRANCE FEES: Entrances are included to all sights listed on the Tour itinerary. WREATH: Official wreath to be used as part of the Military Wreath Laying Ceremony at Arlington National Cemetery. T-SHIRTS: One souvenir festival T-shirt for each participant. PHOTO VIDEO: One souvenir photo video for each participant. FREE TRIPS: One free trip (based on double occupancy) for each 20 paying participants; i.e., the 21st, 42nd, etc. participant travels free of charge. GRATUITIES: Tips and taxes are paid to Tour Managers, local coach drivers, and hotel personnel. LIABILITY INSURANCE: $2M MCI Tour Liability Insurance coverage. Only MCI arranged services (motorcoach, flights, guides, hotels, etc.) will be covered under MCI s Tour Liability Insurance. TRAVEL INSURANCE: Individual travel insurance coverage is included in all MCI programs with MCI arranged airline transportation. Summary of coverage: $10,000 Travel Accident $300 Baggage Coverage $1,000 Medical Expense $600 Trip Cancellation/Interruption/Delay

CAPITAL ORCHESTRA FESTIVAL MUSIC CELEBRATIONS INTERNATIONAL Cost Inclusions & Exclusions CENTRAL WASHINGTON UNIVERSITY SYMPHONY ORCHESTRA COST EXCLUSIONS Daily lunches. Instrument rental, if needed. Transportation to and from departure airport. Airline luggage fees. Difference between current and actual costs for airline taxes and the estimated fuel surcharge, if applicable.