At a glance
Matsuri, the UW Japanese Student Association’s largest annual event, brings together over 1,200 attendees to celebrate… Read full summary
- Funding received
- 2025-2026
- Large
- Awarded
- $5,036
- Funding partners
-
- Services and Activities Fee (SAF)
- Website & social links
Matsuri, the UW Japanese Student Association’s largest annual event, brings together over 1,200 attendees to celebrate Japanese culture through performances, food, and interactive activities. This year’s theme highlights the Japanese countryside and encourages deeper engagement with nature. The event also serves as an educational platform, emphasizing non-Western approaches to sustainability and community-centered resource use. Funding will support reservations for the HUB Ballroom and Husky Den.
The Japanese Student Association (JSA) at the University of Washington is applying for funding to support Matsuri, our annual cultural festival and the largest event organized by our association. We anticipate that this event will engage over 1,200 attendees from the UW community. Matsuri celebrates Japanese culture through traditional and contemporary performances, cuisine, arts, and interactive activities that foster inclusivity and sustainability. This year’s theme focuses on the Japanese countryside and nature, encouraging attendees to appreciate and engage and appreciate more deeply with nature. As the event grows, our projected costs are expected to reach $20,000. Through this proposal, we are requesting support specifically for performance fees and volunteer food handler certification costs in order to maximize the event’s impact, contribute to UW’s sustainability goals, engage our diverse campus, and enrich the community’s understanding of alternative cultural philosophies in sustainability.
Our event is both a celebration and an educational experience, providing a platform for non-Western approaches through cultural preservation and waste reduction initiatives. JSA members lead the planning and coordination, ensuring that the event integrates cultural understanding with sustainable practices. At its core, Matsuri engages attendees in the appreciation of Japanese culture, highlighting traditional ecological philosophies that emphasize balance with natural resources and community-focused consumption.
To support these goals, we plan to implement several sustainability measures. We will make sure that all food and drink materials, as well as event materials and décor, are recyclable ,reusable or compostable in order to achieve our zero-waste goal. Designated waste-sorting stations will be placed throughout the venue to support proper waste management. By partnering with UW Facilities and the HUB, we aim to make Matsuri a model for environmentally conscious campus events.
Student volunteers play a critical role in the planning and execution of Matsuri, supporting food service, logistics, and day-of operations. To ensure food safety and equitable participation, we are requesting funding to cover the required $10 food handler’s card fee per volunteer. Covering this mandatory certification cost removes financial barriers to participation and recognizes the significant time and effort our volunteers dedicate to making the event successful.
In addition, we plan to invite additional performers and cultural groups whose work aligns with Japanese traditions and cultural expression. Funding for performance fees will allow us to fairly compensate performers and expand cultural programming, strengthening the educational experience and engagement for attendees.
To fully realize these goals, we will continue to engage with UW Facilities, the HUB, local cultural organizations, and performers to confirm collaboration and alignment with campus priorities. Roles have already been allocated for each JSA officer, and volunteer responsibilities will be finalized. These efforts will ensure a well-organized, sustainable, and impactful Matsuri.
With support from the Campus Sustainability Fund, Matsuri will continue to grow as a culturally enriching and sustainable event for the UW community.
Dear CSF Committee,
I am writing on behalf of the Japanese Student Association (JSA) at the University of Washington to submit our Letter of Intent to apply for funding to support Matsuri, our annual cultural festival and the largest event organized by our association. We anticipate that this event will engage over 1,200 attendees from the UW community. Matsuri celebrates Japanese culture through traditional and contemporary performances, cuisine, arts, and interactive activities that foster inclusivity and sustainability. As the event grows, our projected costs are expected to reach $20,000. We request your support to help maximize its impact, contributing to UW’s sustainability goals, engaging our diverse campus, and enriching our community’s understanding of alternative cultural philosophies in sustainability.
Our event is both a celebration and an educational experience, providing a platform for non-Western approaches to sustainability through cultural preservation and waste reduction initiatives. JSA members lead the planning and coordination, ensuring that the event integrates cultural understanding with sustainable practices. At its core, Matsuri engages attendees in the appreciation of Japanese culture, highlighting traditional ecological philosophies that emphasize balance with natural resources and community-focused consumption.
To support these goals, we plan to implement several sustainability measures:
Zero-Waste Practices: All food and drink materials, as well as our event materials and décor, will be made from sustainable, reusable, recyclable, or compostable materials. Designated sorting stations will be placed throughout the venue to facilitate proper waste management. By partnering with UW Facilities and the HUB, we aim to make our event a model for environmentally conscious campus practices.
Student Support and Sustainable Engagement: We will provide meals for volunteers and cover the $10 food handler permit fee per volunteer. This initiative ensures equitable participation and recognizes the significant time our volunteers dedicate to the event. By investing in volunteer well-being, we aim to cultivate sustainable engagement within the community, empowering students to take active roles in planning, managing, and sustaining large-scale, environmentally focused events both within and beyond the university.
Expanded Performances: We plan to invite additional performers and cultural groups whose work aligns with Japanese traditions and sustainable cultural expression. These performances will deepen cultural learning and enrich Matsuri’s educational experience for all attendees.
To fully realize these goals, we will engage with stakeholders and UW Facilities, the HUB, academic departments, local cultural organizations, and performers to confirm collaboration and alignment with campus and community priorities. Roles have already been allocated for each JSA officer, and responsibilities for volunteers will be finalized. Additionally, we will conduct detailed research with vendors and service providers to confirm accurate cost estimates for performances, materials, and sustainability initiatives. These efforts will ensure a well-organized, sustainable, and impactful Matsuri.
The funds requested will be allocated toward the initiatives mentioned earlier, including volunteer support, sustainable practices, and cultural programming that engage and inspire the UW community. Thank you for considering our application. With your support, we look forward to creating a culturally enriching and sustainable Matsuri.
Sincerely,
Miyu Isaka
Treasurer, Japanese Student Association
University of Washington
Brendan Chan
SAO Adivisor
- brech@uw.edu
- Affiliation and department
- SAO
Request amount and budget
| Expense Category | Estimated Cost |
| Venue Reservation | $4,562.68 |
| Food & Supplies | $3,000 |
| Performers | $7,000 |
| Decorations | $800 |
| Marketing, Outreach & Merchandise | $2,500 |
| Event Staff / Volunteer | $1,500 |
| Games | $2,000 |
| Total Project Cost | $20,862.68 |
We are requesting $10,000 from CSF to partially cover key components of Matsuri, including event staff/volunteer meals and permit fees, utensils and plates for food service, decorations, marketing materials, and performer fees. This support will ensure our event remains inclusive, sustainable, and engaging, while allowing us to allocate resources effectively to benefit the broader UW community.
A more detailed and specified budget will be provided at the Full Proposal stage.
How the project will react to funding reductions
10% Reduction
With a 10% reduction to our total CSF request, Matsuri would largely remain unchanged. We would make small adjustments such as reducing the number of paid performers or slightly scaling back performance fees while still ensuring fair compensation. Sustainability practices, including the use of recyclable and compostable materials, would not be affected.
20% Reduction
With a 20% reduction, we would further limit performance-related expenses by reducing the number of invited performers or shortening performance sets. We may also rely more heavily on unpaid or student-led performances where appropriate. Volunteer food handler’s card fees would still be prioritized and covered to ensure compliance and accessibility. Other costs may be offset through additional fundraising or sponsorship outreach.
50% Reduction
With a 50% reduction, Matsuri would need to significantly scale back paid programming. Performance offerings would be reduced to a smaller number of key performers, and JSA would actively seek additional sponsorships, in-kind support, or alternative funding to fill remaining gaps. If necessary, some volunteer support costs may need to be partially covered through organizational funds. Despite these reductions, JSA would continue to prioritize sustainability practices and ensure the event remains accessible and well-organized.
Across all scenarios, Matsuri would continue to take place and uphold its cultural and sustainability goals. JSA is committed to adapting responsibly while maintaining the quality, safety, and educational value of the event.
Plans for financial longevity
Matsuri is an annual event managed and maintained by the Japanese Student Association (JSA) through consistent oversight, structured planning, and diversified funding sources. Long-term management is led by the JSA executive team, with responsibilities shared across designated event teams to ensure continuity, accountability, and sustainability from year to year.
Each year, Matsuri planning begins well in advance under the direction of the current executive board. The executive team oversees overall coordination, budgeting, and communication with campus partners such as the HUB and UW Facilities. Team heads manage day-to-day planning within their areas, while providing regular updates during executive or head meetings. This structure ensures ongoing oversight and allows issues to be addressed early.
JSA maintains shared planning documents that are updated annually, including timelines, vendor and performer contacts, budget records, sustainability practices, and volunteer coordination plans. These documents are passed down to future officers to support continuity and efficient planning. Sustainability practices, such as zero-waste guidelines and material sourcing standards, are reviewed and refined each year to improve environmental outcomes.
Funding for Matsuri is supported through multiple sources to ensure long-term viability. JSA will continue to maintain current funding relationships and follow all university and funding guidelines. In addition, JSA plans to explore new funding opportunities, including potential collaborations with Japanese grocery companies and other culturally aligned sponsors. This is something we plan to try starting this year. These partnerships may include sponsorships or in-kind support that align with Matsuri’s cultural and sustainability goals, while reducing reliance on a single funding source.
CSF funding, when awarded, will be used specifically to reserve the facilities as well as to support educational components such as performance programming acosts. Other operational expenses will continue to be covered through JSA funds, fundraising efforts, and sponsorships.
Oversight continues through post-event evaluation. After Matsuri, the executive team reviews budget performance, outcomes, volunteer feedback, and attendance metrics. This evaluation helps guide improvements for future years and ensures responsible use of funds.
Because Matsuri does not require permanent infrastructure, long-term maintenance focuses on organizational systems rather than physical upkeep. Through consistent oversight, shared documentation, and both existing and new funding strategies, JSA ensures that Matsuri remains a well-managed, culturally enriching, and sustainable event for the UW community in the long term.
Matsuri is scheduled for May 9th, 2026, and we are actively working toward that day. To fully realize our goals, we have outlined the following estimated timeline:
Fall Quarter (November – December 2025): Planning
- Confirm partnerships with UW Facilities, the HUB, academic departments, local cultural organizations, performers, and other stakeholders.
- Finalize budget line items and overall event plan.
- Develop detailed roles and responsibilities for JSA officers and volunteers.
Winter Quarter (January – March 2026): Production
- Each team executes their specific tasks:
- Decorations Team: Create and source sustainable décor materials.
- Marketing Team: Launch promotional campaigns and develop merchandise.
- Food Supplies Team: Prepare utensils, serving materials, and coordinate food logistics.
- Performers Team: Confirm performance schedules and logistics.
- Games Team: Plan and prepare interactive activities for attendees.
- Volunteer Coordination Team: Finalize volunteer roles, schedules, and training.
- Funding & Finance Team: Manage CSF application and funding, track expenses, and coordinate with vendors for accurate cost estimates.
- Finalize waste management and sustainability logistics.
Spring Quarter (April – May 2026): Execution
- Execute event setup.
- Host Matsuri on May 9th, 2026.
- Conduct post-event review to document outcomes, impact, and key learnings.
Plans for long-term project management
Because Matsuri is one of JSA’s largest annual events, leadership development and knowledge sharing are intentionally built into the planning process.
All JSA officers are assigned to specific Matsuri teams and are required to work collaboratively throughout the planning period. These teams include food, decoration, marketing, games, funding, and volunteer coordination. Each team is led by a head, with the current executive team actively overseeing and guiding the work of every group. This structure ensures that responsibility is shared and that no single individual holds all event knowledge.
In addition, each team includes a co-head, who works closely with the team head and attends executive or head meetings alongside them. This allows co-heads to gain firsthand experience in decision-making, communication with campus partners, and overall event coordination. By involving co-heads in leadership meetings, JSA ensures that future leaders understand how Matsuri is organized, funded, and managed before stepping into head or executive roles themselves.
On the day of Matsuri, attendance and participation are mandatory for all officers. Every officer is required to help with event setup, operations, and cleanup. This ensures that all leaders understand the full scope of the event, from planning to execution, and reinforces accountability and shared responsibility. This hands-on experience is essential for preparing future officers to lead Matsuri effectively.
The executive team also supports continuity by maintaining shared documents such as timelines, budgets, vendor contacts, and sustainability guidelines. These materials are passed down each year so incoming officers can build on previous work rather than starting over. Combined with team-based leadership and mentorship, this system preserves institutional knowledge and strengthens long-term planning.
Through required team assignments, executive oversight, co-head training, and full officer participation, JSA ensures that Matsuri remains a sustainable and well-organized event. These strategies allow future leaders to confidently continue Matsuri while maintaining its cultural, organizational, and sustainability goals.
Problem statement
At the University of Washington, large student-led events often generate a significant amount of waste due to the use of single-use materials and the challenges of managing sustainability at scale. While UW has strong sustainability goals and waste-sorting systems in place, it can be difficult for large cultural events to fully achieve zero-waste outcomes, especially as attendance continues to increase. Without intentional planning, disposable materials can quickly result in landfill waste.
As one of the largest cultural events hosted by a student organization at UW, Matsuri aims to address this issue by making sustainability a core part of event planning. JSA is committed to achieving a zero-waste goal by ensuring that all food service items, event materials, and décor are compostable, reusable, or recyclable as much as possible. By prioritizing material choice from the beginning, Matsuri works to reduce waste rather than managing it after the fact.
This project is informed by the lived experiences of JSA members and lessons learned from past Matsuri events, where we observed how quickly waste can accumulate at large gatherings. These experiences highlighted the need for clearer sustainability standards, stronger coordination with campus partners, and adequate funding to support environmentally responsible practices.
As Matsuri continues to grow and engage over 1,200 attendees, maintaining sustainability standards requires intentional planning, coordination, and resources. Through this project, JSA aims to reduce waste at large campus events while demonstrating that cultural celebrations can be both accessible and environmentally responsible. Matsuri addresses the need for practical, scalable zero-waste solutions that can be applied to future student events across UW.
Problem context
Matsuri fits into the existing UW sustainability ecosystem by supporting and strengthening current waste reduction and zero-waste initiatives already in place. UW Facilities and the HUB provide essential infrastructure such as recycling, composting, and waste-sorting systems that support sustainable events. Matsuri builds on these systems by intentionally designing the event to use only compostable, reusable, or recyclable materials whenever possible, helping reduce landfill waste and making proper waste sorting easier for attendees.
Rather than creating a new system, Matsuri complements existing UW initiatives by applying established sustainability practices to a large-scale, high-attendance event. With over 1,200 attendees, the event serves as a practical example of how zero-waste goals can be pursued in real campus settings when material choices, volunteer support, and planning are aligned.
Matsuri also contributes to collective action by engaging student leaders, volunteers, performers, and campus partners in shared sustainability goals. By working closely with UW Facilities and the HUB, JSA ensures that the event follows university guidelines while actively promoting waste reduction.
Measure the impacts
| Impact / goal | Metric(s) of success | UW stakeholders impacted |
|---|---|---|
| Cultural Engagement and Community Building | Over 1,200 attendees engaged in cultural programming and activities | Undergraduate, Graduate, Alumni, Academic staff, Admin staff |
| Student Leadership and Equitable Volunteer Engagement | supporting safe and inclusive participation | Undergraduate, Graduate |
Education and outreach goals
Matsuri will be widely publicized across the University of Washington campus to engage students, staff, faculty, and community members in cultural education and exchange. Outreach efforts focus on introducing Japanese culture in an accessible and welcoming way, both to people within UW and those from the surrounding community.
The Japanese Student Association (JSA) will promote Matsuri through social media, group chats, and collaborations with other student organizations. JSA will table and hand out flyers at Red Square, allowing members to directly talk with students and explain the cultural purpose of the event. Event information will also be shared through campus calendars and student organization networks.
Cultural education at Matsuri primarily happens through live performances and interactive activities. Performers will showcase traditional and contemporary Japanese music, dance, and cultural expression, giving attendees the opportunity to learn through experience rather than formal instruction. This creates an engaging environment where people can better understand and appreciate Japanese culture.
Volunteers are also an important part of the educational experience. By helping with performances, food service, and event operations, student volunteers gain hands-on experience in hosting a large cultural event and learn how cultural events are organized and run.
Overall, Matsuri’s education and outreach goals are to increase cultural understanding, encourage community engagement, and provide students with meaningful opportunities to learn through participation.
Student involvement
Student involvement is a central part of Matsuri, as the event is entirely planned, organized, and executed by students in the Japanese Student Association (JSA). Matsuri provides meaningful opportunities for student leadership development, hands-on event planning experience, and engagement with sustainability practices.
All JSA officers are required to participate in Matsuri planning and are assigned to specific teams, including food, decoration, marketing, games, funding, and volunteer coordination. Each team works collaboratively under the guidance of the executive board, allowing students to develop skills in project management, budgeting, communication, and coordination with campus partners. This structure ensures that many students gain leadership experience rather than relying on a single organizer.
Matsuri also offers volunteer opportunities for general members and non-members. Student volunteers assist with event setup, food service support, waste sorting, and day-of operations. Volunteers involved in food-related activities are required to obtain a food handler’s card, and funding support helps remove financial barriers to participation. Through this process, students gain practical experience in food safety compliance and large-scale event operations.
Matsuri also creates engagement opportunities for other student organizations. Some student organizations will participate by performing dances or other cultural performances, allowing students to share the culture, collaborate across organizations, and engage the campus community through peer-led programming.
Through officer roles, volunteer opportunities, and mentorship, Matsuri supports student professional development while fostering teamwork, responsibility, and sustainability awareness. The project allows students to apply what they learn in a real-world setting while contributing to a meaningful cultural and environmental initiative on campus.