UFO Pot

UFO can approve additional support for projects and events. The UFO Pot is primarily intended for projects and events based on new ideas that were not yet considered in the regular UFO budgeting. The UFO Pot has a total of 2000 Swiss Francs available.

Funding can be provided in the form of fixed contributions (a specific amount is covered) or deficit guarantees (the deficit is covered up to a maximum amount to provide security in case of uncertainties). The differences between these options are explained further down on this page.

Application Process

The application must be submitted as an agenda item at a board meeting. The following information should be provided and recorded in the meeting minutes if the application is approved:

• Who is organizing and managing the project (individual, organization)?
• Who benefits (number of people, target audience, relation to VSETH)?
• When will the project take place (preparation, execution, follow-up)?
• Why is the project worthy of support (objectives, uniqueness, etc.)?

Since financial resources are being requested, also include:

• Budget: Provide a detailed breakdown of income and expenses. If available, attach the financial report of a previous or similar project.
• Other funding sources: List all organizations that have been approached for support (departments, other ETH entities, companies, student associations, committees, cultural foundations, etc.) and the status of these inquiries.
• Requested amount: Specify the amount of money being requested and indicate whether it is a fixed contribution or a deficit guarantee.

Decision and Payout

The application will be voted on during the UFO board meeting. The board should only approve the request if the project does not already have an allocated budget and if a reasonable number of UFO members, in proportion to the requested amount, will benefit from it. This means that requests for larger amounts should also benefit a larger number of members.

Submit a short project summary and a complete financial report to quaestur@ufo.ethz.ch no later than six months after the project has taken place to receive the approved funding. The email subject should be: Payout from UFO Pot.

If the required documentation is not submitted within six months after the project, the approved funding or deficit guarantee will expire.

Tips and Tricks

• It is worth checking whether the FR Pot could be requested by involving other student associations.
• The project/event budget should be clearly broken down and described (e.g., how much money is needed for what, potential entry fees per person, etc.).
• Justify the amount requested: It is often helpful to explain how the requested amount was determined rather than simply asking for the maximum possible amount.

Deficit Guarantee vs. Fixed Contribution

Fixed Contribution: If a project/event is lacking financial resources (i.e., planned expenses exceed planned revenues, or the project has no income at all), a fixed contribution can be requested.

Deficit Guarantee: If the project budget has planned revenues and expenses that balance out (expected to break even), but there are uncertainties or risks (e.g., fewer attendees leading to lower revenue), a deficit guarantee can be requested to cover potential shortfalls.