Project subsidy

Deadlines

The deadline for project grants varies depending on the type. However, it is always advisable to apply for a project grant as early as possible and to take into account the dates on which the grants committee meets. The grants committee does not meet during the exam period.

• Small project grant: no later than 21 days before the start of the project.
• Big project grant: no later than 30 days before the start of the project..

Applications may be emailed to subsidies@loko.be.

What is a project subsidy?

Project grants are available to encourage initiatives organised by and for students. As the organiser of an event, campaign, project, etc., you can apply for grants to cover (part of) the costs. You do not need to be a recognised society to do so. In addition to student societies and recognised independent societies, other student organisations, emerging election teams, individual students or groups of students not affiliated with a society, etc., can also apply for project grants.

The aim of project grants is to provide a thriving and diverse range of activities for all students in Leuven.

There are two types of project grants available. Each has its own application deadline and assessment process. However, it is advisable to apply for a project grant as early as possible.

• Small project subsidy (<€1000)

  • Deadline: applications must be submitted no later than 21 days before the start of the project for which the grant is being sought.
    
  • Processing: Applications are assessed and awarded by the grants committee. The committee aims to meet every three weeks (excluding the exam and revision periods).

• Big project subsidy (>€1000)

  • Deadline: submit the application no later than 30 days before the start of the project for which a grant is being sought.
    
  • Process: The LOKO General Assembly decides on the awarding of large project grants. The grants committee advises the General Assembly by means of an appendix to the dossier submitted to the General Assembly. The grants regulations explain how the General Assembly’s decision-making process works. The LOKO General Assembly takes place approximately every two weeks on Friday evenings.

Alle gedetailleerde informatie kan je lezen in het subsidiereglement.

Is your project eligible for a project grant?

Projects must meet a number of requirements to qualify for grants. Each project will then be reviewed by the grant committee to determine how much support can be provided.

The event:

• Is not purely recreational (like a TD or cantus);
• Is, if political, pluralistic;
• Is communicated bilingually (Dutch-English), unless the activity is of such nature that it can only be conducted in one language;
• Is Leuven-wide: no priority is given to own members and no separate entrance fees are applied or financial benefits granted to members;

• Is, taking into account all subsidies, not profitable;

  • Mentions LOKO in its promotion:

    • Small project subsidies: it must be mentioned that the event is sponsored by LOKO through (one of the following options):

      • Description of the event
      • Thank you post (preferably before, possibly afterwards in case of late approval)
      • Mention among the other sponsors (this option is mandatory if there are other sponsors)

    • Large project subsidies:

      • Mandatory ‘sponsored by LOKO’ logo on all communication
        
      • Mention in description
      • Thank you post (preferably before, possibly afterwards in case of late approval)
      • Alternative conditions can be obtained after contacting the communication officer of LOKO.

Additionally, we must also pay attention to our own budget at LOKO.

How can you apply for a project subsidy?

You can apply for a project subsidy by sending an email to subsidies@loko.be.

The project subsidy application must at least contain the following information:

• A detailed description of the event;
• The planned time and the planned location of the event;
• The complete detailed budget of the event, indicating where else grants have been applied for or will be applied for and any sponsors or other sources of income (a template for this can be found below);
• The amount being requested;
• A mandatory estimate of the number of participants and the target audience.

For this, fill in the template that you can find below. Always attach the budget to this, you can also find a template for this. The use of the LOKO templates is mandatory.

Supporting documents must be emailed to subsidies@loko.be.

Application form (mandatory use)Budget template (mandatory use)Example of a budgetTemplate for proof of project grant (mandatory use)

How does the awarding procedure work?

Granted subsidies will be paid out at the end of the project. To prevent individuals or associations from having to advance funds while the association does not have the means for this, one can request an advance payment from LOKO.

To obtain the grant, you must upload or forward some additional supporting documents no later than one month after the activity ends. These are:

• A short report of the project (progress, number of visitors, communication, proof that LOKO is included in the communication...);
• Ultimately incurred costs and revenues of the event and an indication of which costs the LOKO subsidy was used for;
• Payment proofs* such as invoices, bills, or expense notes worth the subsidized amount. Bank statements are not valid proof.

If this is not in order, it will impact future subsidy applications of the organization or person. Furthermore, the subsidy cannot be paid out without the supporting documents.

* An official payment proof. You can download this via your online banking. A screenshot of your mobile banking app, a payment order, or a regular letter is not valid.

Supporting documents must be emailed to subsidies@loko.be.

For more information, consult the subsidy regulations.