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Indiana University School of Medicine
Indiana University School of Medicine
Medical Student Portal

Event Funding

Timeline to Requesting Funding

Three weeks

  • Events in which the student submitting the request agrees to reimbursement.

Four weeks

  • Amazon orders that MSE is purchasing on your behalf (items can become unavailable or shipping delays).
  • Food Purchases that MSE is purchasing on your behalf.
  • The activity requires a waiver
  • The event does not require a PO, UERC or Contract
  • A business that is not an IU supplier (onboarding can take two weeks).

Minimum of ten weeks

  • If the event has 50+ attendees (The request can take up to 10 days to receive approval.) Medical Student Education will process the UERC request if the event.
  • Food purchases over $3500.
  • Any supplier who is paid via purchase order. (Purchasing requires 3-4 weeks for approval)
  • The event involves a contract/agreement from a supplier. (Contracts can take 3-4 weeks to process)
  • Group tickets

Event funding and best practices

  • All food truck coordination must go through Chartwells. They ensure vendors satisfy requirements for applicable licenses, permits and insurance coverage.

  • Student reimbursement is allowed and preferred for approved funding requests under $500.

  • Plan with all guidelines and IU policies in mind.

  • Per IU policy, we cannot purchase gift cards or vouchers.

  • We cannot host raffles or other “gambling”-like events. Learn more about contests, drawings, games and prizes.

  • SIGs are capped at $500 of MSC funding and ISF per academic year (July 1-June 30).

  • SIGs use this Funding List to determine where to request funds.

  • Food suppliers that change their menus should be avoided.

  • Suppliers can and will change prices at any time.

  • High-risk activities will require the business to be an IU Supplier.

  • Medical Student Education will submit the Liability Waiver request if needed.

  • Supplies — Request early, especially around high-demand times such as holidays (especially for holiday-themed items).

  • If you have a safe and secure delivery location, we can ship directly to you, otherwise your delivery will go to the Medical Education and Research Building.

  • We are no longer ordering perishable items for delivery due to supply and delivery issues. Grocery items are student pick-up and reimbursement only.

  • If ordering tickets, you will need to arrange for pick up/distribution from the supplier.

  • Do not forget to add tax, tips and delivery fees to all food requests.

  • General guidelines for tipping: 10% for pick-up orders, 15% for delivery and 20% for full-service meals.

  • All reimbursements must be submitted within 55 days of purchase date on receipt. Submissions later than 55 days will not be reimbursed.


Preparing to Request Funding for an Event

TIME — Check the timeline to ensure you have met funding request notice requirements.

WHO — Participant count confirmed.

  • When completing the Medical Student Funding Request Form, all Indy Student Fund requests must include an uploaded attendee list.
  • Medical Student Education will submit the UERC (University Event Registration Committee) form.

WHAT — All needs identified (food, supplies, tickets, etc...)

WHEN — Date secured (backup dates are a good idea!)

WHERE — Location/s selected. For venue rental, make sure you ask if anything requires a signature. You will need a copy of that contract/agreements before asking for funding.


Submitting the Funding Request

Gather documents as applicable for a complete request:

  • Contracts or Agreements (Anything requiring a signature)
  • Quote all details from a business (food, activity, cost, etc.) Provide tax-exempt forms to the Supplier when requesting a quote.
  • Screenshot (pdf) of an order with tax, tip and delivery fees included (online food ordering)
  • Itemized shopping list with active links, w/tax, tip, delivery and total (Amazon type orders). Kroger orders are reimbursement only. Submit an item list with a Kroger request.
  • Event summary document (only needed if you plan to use multiple suppliers for your event) listing each supplier, the dollar amount requested from each, and the event total (the sum of all supplier requests). Attach this summary to every individual supplier purchase request, so reviewers can see how each request fits into the full event budget.
  • Submit your event on MD Student News to ensure all IU School of Medicine students have the opportunity to attend.

Funding Resources