Event Funding Terms and Conditions

Event funding transitioned from GITCA to Microsoft in October of 2008. Event funds are limited and thus Microsoft has had to set tighter guidelines in order to ensure that the available money is distributed on a fair basis to user groups worldwide. Therefore, Microsoft may not be able to fund all requests, and may fund events at less than the requested amount. Please be aware of the following restrictions:

1. Only one request per quarter per user group will be funded.
2. Events will be funded at a maximum of $500 per event.
3. Each user group is limited to a maximum of $1000 per group per Microsoft’s fiscal year (July 1 – June 30, for example July 1, 2008 – June 30, 2009).
4. Exceptions to these guidelines will be made on a case by case basis, but a detailed business case should be submitted for funding requests which exceed this annual restriction. User groups are allowed to ask for one exception per fiscal year. Each exception will be reviewed by the User Group Support Services Regional Leads.

To receive event support a user group must:

1. agree that their information will be provided to Microsoft in order to process the request
2. be a GITCA, INETA or PASS Member Organization registered in UGSS
3. ensure the information on the funding request form is complete
4. confirm the number of expected attendees at the event
5. be able to receive funds or support via http://www.AlertPay.com
6. not have any outstanding event surveys from previous funding requests

The following terms and conditions must be satisfied to receive the funds or services supplied to UGSS Member Organizations once a "Request for Funding" request has been submitted and approved. Please refer to the How to request funding for my user group event in the Help section of UGSS.

1. Member Organization Leaders (Leaders) agree to use the funding and or services provided by Microsoft to promote, sponsor or support specific activities in association with a specific event hosted by the Member Organization. The event must have relevance to Microsoft products, this may include competitive comparisons or related technology discussions.
2. Leaders agree to receive all funding in United States Dollars (USD) via an Alertpay (http://www.Alertpay.com) account. As of January 2009, Alert pay is supported in most every country. Please visit the AlertPay site for a complete listing.
3. Leaders agree to provide pre and post-registration information to UGSS@Microsoft.com to confirm event attendance. This information should be recorded in UGSS by accessing the report attendance forms. Please refer to the How to record attendance of a user group event in the Help section of UGSS.
4. All funded events will be publicly advertised on the Global Events Calendar within UGSS, as well as on additional community calendars such as those on the INETA and GITCA websites. All supported events must be open to the public. Where the user group has a fee paying membership, access to the event must be granted via a “Guest” process.
5. Leaders agree to complete a post event electronic survey at or after the event. Leaders can access the survey here. Further funding of events will not be permitted until outstanding event surveys are completed.

The amount of funding to be given to each group will be evaluated on a case-by-case basis and determined by:

1. validation of the requesting user group
2. an evaluation of the group's
   1. number of members
   2. estimate of expected number of attendees and
   3. confirmed number of attendees for the event.
3. date of last funding request (UGs can request funding one time per quarter).
4. The stated use for the funds:
   1. Funds are to be used for the specific event.
   2. Examples of appropriate use include:
      • Speaker travel and expenses
      • Door Prizes (Door Prizes awarded by the User Group to meeting attendees. User Groups are responsible for making sure any prize draws are in compliance with applicable laws and Microsoft will not be represented as a sponsor of the giveaway.)
      • Facility Rental
      • Light refreshments, e.g. Pizza.
      • Equipment rental, e.g. Projectors
   3. Examples of inappropriate use include:
      • Expenditure which is not event related
      • Most capital purchases unless clearly event focused.
      • Travel to other events
      • Any expenditure not for the benefit of all user group members.
      • Any expenditure deemed to not be in the best interests of Microsoft

The Microsoft Event Support Funding policy states that any funding offered must be claimed within 30 days of the notice of receipt of the funding notification email. All funding that is not claimed within 30 days will be forfeited and no longer available. The definition of claimed is that the recipient has accepted the funding via the alert pay account.