Spending Guidelines

EXCERPT OF BYLAWS

Article VI – Spending Guidelines

Section 1 – Applicability

The following guidelines apply only to the spending of allocation funds by ABC recognized groups. ABC groups may spend revenue in any manner consistent with Columbia University policies and applicable law.

Allocation consists of, but is not limited to:

  • Initial allocations from ABC
  • Co-sponsorships from other ABC groups

Revenue consists of, but is not limited to:

  • Income from events such as ticket and merchandise sales
  • Co-sponsorships from the undergraduate student councils, Columbia funds (such as the Gatsby or President’s and Provost’s funds) or non-ABC clubs
  • Gift accounts

ABC and its Representatives retain the ability to designate any income or funding as either allocation or revenue. Questions, concerns or suggestions for these guidelines can be directed to your ABC Representative or the ABC Executive Board at abc@columbia.edu.

Section 2 – Off-Campus Participants in Columbia Programming

In approving expenditures for an event, ABC Representatives will consider per capita expenditures (such as food) based on the number of Columbia undergraduates attending.

The admission prices for non-Columbia University guests and non-undergraduates should reflect the per-capita net costs of their participation in the programming open to them.

Section 3 – Food Expenses

Total spending on food and all food-related products (such as utensils, napkins, table cloths, etc.) may not exceed:

  • $3.50 per attendee for a study break or snack event
  • $6.50 per attendee for sit-down dinners or other event wherein food is a primary focus of the event.
  • $10.00 per attendee for formal banquet-style meals, usually only once a semester.

ABC Representatives have complete prerogative in determining which of the above guidelines to apply to each event as well as to adjust expected attendance numbers used to determine total spending on food especially in deciding to apply the $10.00/person guideline.

Section 4 – Publicity

Allocation cannot be spent on publicity for events with attendance of 30 or fewer.

No more than $20.00 may be spent on publicity for events with between 31 and 100 projected attendees.

ABC Representatives will have complete prerogative in appropriate spending on large events with over 100 projected attendees.

Section 5 – Publications

A publication group is defined as a group whose primary mission is to put out a publication or publications (see the ABC website for a list of group categories).

All publications must publish at least one edition at least one week before the last day of classes for the academic year or risk de-recognition. Exceptions may be provided by a 2/3 majority vote of the ABC Board.

All publications must cover at least 1/4 of the total cost of an issue with revenue.

If a group that is not currently recognized as a “publication group” wishes to produce a publication, it must:

  • Include the publication in its Constitution’s statement of purpose and have the Constitutional change approved by the New Group Recognition committee of ABC. The ABC will ensure that the publication’s mission is in line with the group’s overall mission and that it does not overlap with that of an existing publication.
  • Fund the publication entirely from revenue.
  • Recognize that recognized publication groups always take precedence in use of Columbia resources for publications.

Section 6 – Conferences, Tournaments, and Trips

For a Columbia team as (off-campus) visitors:

  • Allocation can (within reason) be used for registration fees
  • Allocation can be used for, at most, 50% of cost-effective transportation and lodging expenses
  • Allocation cannot be used for food for traveling groups while off-campus

For a Columbia team as (on-campus) host:

  • ABC groups must have a registration list with the names of all off-campus participants and teams available two business days before the start of the event
  • Registration fees will only be accepted by check for through the Ticket and Information Center unless otherwise approved by ABC and Student Engagement.

Section 7 – Accompanists / Conductors / Speakers / Performers

Allocation can be used to fund up to half the cost of accompanists or conductors.

Allocation can be used to fund up to half the cost of speakers and performers, but can also be used to fund the full cost of speakers and performers after speaking with the ABC Representative.

Section 8 – Prohibited Spending

Allocation may not be used to fund:

  • T-shirts or apparel items for groups (except those which will be used for several years as costumes or uniforms)
  • Events which fall outside the academic term except on a case-by-case basis
  • Awards for contests or tournaments, gifts, or direct donations to charity (though allocation may be spent toward the execution of the event)
  • Online advertising (such as Facebook ads) or advertisements which do not reach Columbia undergraduates student body
  • Photographers, video or camera operators
  • Recordings
  • Alcohol and tobacco products
  • Payments to other groups (such as for performance fees, membership fees or consulting fees).

Section 10 – Representative’s Prerogative

These guidelines represent a minimum set of standards for ABC, its groups, Representatives and Board. ABC will follow these guidelines in determining initial allocations or approving appeal requests and spending on individual events.

ABC’s Representatives and Board reserve the right to make additional decisions, cuts or adjustments when determining allocations for ABC-recognized student groups or in approving spending for a particular event as necessary.