Activity Support Fund

Activity Support Fund Policy

1. Purpose

Individual Abilities in Motion is committed to ensuring that our programs and events remain accessible to all members of our community, regardless of financial circumstances. While some events carry a participation fee to help cover costs such as venue, partner fees, or other expenses, no member should be prevented from attending an event solely due to inability to pay.

This policy establishes a clear, confidential, and dignified process for members to request a full or partial fee waiver.

2. Guiding Principles

• No one is turned away for financial reasons. If a member requests assistance and meets the criteria below, a waiver or reduced fee will be granted as long as funds are available.
• All hardship requests and the identities of those who receive assistance are kept strictly confidential and are not shared with volunteers or other participants.
• Dignity first. The process is designed to be simple and non-invasive. We do not require proof of income, tax returns, or extensive documentation.
• Equal experience. Members who receive a fee waiver participate fully and receive the same experience, materials, and accommodations as all other attendees.

3. Eligibility

A member may request a hardship waiver if paying the event fee would create a financial burden. This may include, but is not limited to:

• Unemployment, underemployed, or on a fixed/limited income (e.g., SSI/SSDI)
• Unexpected medical expenses or ongoing costs related to disability or mobility needs
• Caregiving responsibilities that limit income
• Other circumstances that make the fee a barrier to participation

There is no minimum “proof” requirement. A brief, honest statement of need is sufficient (see Section 5).

4. Levels of Assistance

The organization will work with the member to determine the appropriate level based on stated need and available funds. Depending on need and program funding availability, assistance may include:

5. How to Request a Waiver

1. Submit a request using the Hardship Request Form via email, online form, or by speaking confidentially with designated staff person.
2. Requests should include:

• Member name and contact information
• Event name
• A brief statement (1–3 sentences) describing the financial hardship
• Requested level of assistance (full waiver, partial, or payment plan), if known

3. Deadline: Requests should be submitted 5 days prior to the event registration deadline where possible. Late requests will still be considered whenever feasible — we understand hardship doesn’t always arrive on a schedule.
4. No one will be asked to justify their situation in person or in front of other members or event staff.

6. Review & Approval

• Requests are reviewed by the Executive Director or Event Coordinator within 3 business days.
• Approval is presumed unless the annual assistance fund has been exhausted.
• The member is notified privately of the outcome. If a request cannot be fully accommodated, staff will discuss alternative options (partial waiver / payment plan) before denying participation.

7. Confidentiality & Non-Discrimination

• No information about who requested or received a waiver will be disclosed to other members, volunteers, or event-day staff beyond what is operationally necessary (e.g., a check-in list marking “paid” without indicating how).
• Receiving a waiver will never affect a member’s standing, access to future events, leadership opportunities, or any other organizational benefit.