Subsidy Guidelines

Subsidy Guidelines for Event Organizers and Participants - Updated 07.10.2025

1. Purpose
   The subsidy system exists to support KTH Outdoor Club (KTHOC) organizers and participants by reducing the financial burden of events. This ensures accessibility, encourages volunteer efforts, and promotes active participation.

2. Scope
   These guidelines apply to all KTHOC-organized events, including trips, workshops, and recurring activities. They cover subsidies for event organizers and participants where applicable.

3. Eligibility Criteria

   • Participants: Must be registered for the event, be members of KTHOC, and adhere to event rules.

   • Organizers: Must be active KTHOC members who have pre-approved their event plan with the corresponding event manager and submitted a budget to the treasurer.

4. Subsidy Amounts
   Organizers:

   • Primary organizer (1 person): 50% of the event costs, capped at SEK 1,000 per event.

   • If an event has at least 10 people, a Co-organizer (1 person) can be registered, and 50% of the event costs are capped at SEK 1,000.

   • If there are more organizers than there are subsidized organizer spots or free tickets available, the organizers can decide to split these among themselves in a fair manner. This split must be communicated to the treasurer in conjunction with the submission of the event budget ahead of the event.

   Participants:

   • Subsidized participation fees for events reaching between SEK 100 - 2000: up to 10% per person, capped at SEK200.

   • Gear rental discounts: Free gear for events created through the club; notify the gear manager to reserve gear if necessary.

5. Rules for Subsidy Use

   • Subsidies can only be used for approved event-related costs (e.g., transport, accommodation, and gear rental).

   • Receipts are mandatory for all reimbursement claims.

   • Personal equipment purchases are not eligible.

6. Approval Process

   • Pre-event: Organizers must submit an event plan and budget for approval at least 2 weeks before the event.

   • Post-event: Organizers must submit a financial report and receipts within 2 weeks of the event.

7. Deadlines

   • Subsidy applications: At least 2 weeks before the event.

   • Reimbursement claims: Within 2 weeks post-event.

8. Non-Compliance

   Failure to follow these guidelines or suspicion of funding misuse will result in rejection of subsidy claims and potential restrictions on future funding eligibility. Furthermore, violation of the club’s terms and conditions can lead to rejection of subsidy payout to the participant(s) and/or organizer(s) concerned.

9. Exemptions and Changes to the Guidelines

   These are guidelines only. The executive board can make reasonable adjustments and exemptions at any time. The executive board further reserves the right to change these guidelines should budget adjustments, etc., be necessary.

Contact Us

For questions, contact the KTHOC board at finance@kthoutdoorclub.se